Clerical Officer/Receptionist (XN02)

NHS; Leeds; On-site; GBP 24,000; Full time

Job summary

Join a dynamic administration team as an Outpatients Clerical Officer/Receptionist at a leading dental institute. This role offers the chance to provide essential administrative support, ensuring a smooth patient experience in a fast-paced environment. You will engage with patients, manage their appointments, and collaborate with a dedicated clinical team. The organization values inclusivity and teamwork, making it an ideal place for those who thrive in a supportive atmosphere. This is a fantastic opportunity to contribute to a vital healthcare service while developing your skills in a rewarding setting.

Benefits

Job Security

Flexible Working

Pension Scheme

Cycle to Work Scheme

Option to Purchase Additional Annual Leave

Qualifications

• Experience in an office/reception environment is essential.
• GCSE in English and Maths required.

Responsibilities

• Provide reception duties and manage patient appointments.
• Support clinical team and maintain patient confidentiality.
• Ensure a positive patient experience through strong communication.

Skills

Communication Skills

IT Literacy

Teamwork

Attention to Detail

Customer Service

Time Management

Education

GCSE or equivalent in English and Maths

Tools

Microsoft Office (Outlook, Word, Excel)

Job description

Job summary

We have an exciting opportunity to join our administration team as an Outpatients Clerical Officer/Receptionist here at the Leeds Dental Institute. You would be joining a diverse, inclusive and collaborative team who are friendly and supportive.

We are seeking a motivated, enthusiastic team player who enjoys working in a fast-paced admin environment. The appointed individual will provide administrative support to colleagues and the clinical team, and help to deliver a high standard of service. They will be responsible for patient reception services, supporting patients in accessing and attending the service in an efficient manner, and be a friendly, welcoming, and helpful representative of our department and the NHS.

Interview date - 16/04/2025

Main duties of the job

1. To provide reception duties to the Leeds Dental Institute and willingness to cross cover at our sites such as Chapel Allerton Hospital.
2. To attend to patients both in person and on the phone, managing their referrals and booking their appointments.
3. Support patients and clinical team by providing administrative support and through strong communication skills.
4. Work as a team to deliver a high standard of service and ensure a positive patient experience.
5. Maintain Trust Standards in interactions with all colleagues, patients and clinical staff.

About us

Come and join our diverse workforce and become part of The Leeds Way sharing our vision and values. Our Trust is recognised for our staff engagement, great care and rated GOOD by the Care Quality Commission. Leeds Teaching Hospitals NHS Trust is one of the largest acute health providers in the UK and based in one of the fastest growing and vibrant cities in the north.

At Leeds Dental Hospital we aim to be a fair, inclusive and supportive CSU with positive caring teams who are champions of the Leeds Way values. Our Trust values of being patient-centred, collaborative, fair, accountable and empowered make us different from other Trusts and we see this as a strength, as well as a responsibility. We offer employees a range of value propositions such as job security, possible flexible working, nursery care, pension scheme, cycle to work scheme, option to purchase additional annual leave, salary sacrifice scheme + more.

Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.

Date posted: 17 March 2025

Pay scheme: Agenda for change

Band: Band 2

Salary: £23,615 a year

Contract: Permanent

Working pattern: Full-time

Reference number: C9298-LDI-083

Job locations: Leeds Dental Institute, Clarendon Way, Leeds, LS29LU

Job responsibilities

1. Process referrals in a timely and accurate manner and send to triage where appropriate.
2. To scan and process incoming letters and paper referrals.
3. Ensuring that all patient records are up to date.
4. Book patient appointments in line with the Trusts Elective Access Policy and RTT guidelines and ensure that all appointments are book according to clinical priority and onto appropriate clinics.
5. Add patients to the correct waiting lists.
6. Booking from waiting lists according to their clinical priority and in chronological order.
7. Work on our department reception desk, providing a friendly and welcoming face to incoming patients, and helping to check them in, book their appointments and answer their questions.
8. Liaise with the clinical team and patients to resolve patient queries.
9. Action patient and hospital cancellations, and work to ensure that clinic capacity is maximized.
10. Respond to patient telephone communications in a courteous, helpful, and sensitive manner.
11. Ensure that all patient communication is accurately recorded and actioned, including cancellations, attendance and did not attend information.
12. Maintain patient confidentiality and handle patient information in accordance with the Trusts Information Governance policies.
13. Monitor the department inbox and respond to emails in a timely and efficient manner.
14. Retrieve relevant patient information for clinical staff.
15. Carrying out general office duties, including scanning.
16. Provide suitable cover for other clerical staff in case of absences, as delegated by the supervisor, including at our Chapel Allerton site.
17. Act in accordance with the Leeds Way Values in all interactions with patients, colleagues and the wider clinical team.

Person Specification

Experience

Essential:

• Working in an office/reception environment.

Desirable:

• Previous experience working in an NHS or healthcare setting.

Qualifications

Essential:

• GCSE or equivalent in English and Maths, grades A-C.

Skills & behaviours

Essential:

• Able to manage and prioritise own workload.
• Able to work both independently and part of a team.
• IT literate, including experience using Microsoft Office (Outlook, Word, Excel).
• Flexible approach to tasks and working duties.
• Self-motivated and keen to learn.
• Friendly, approachable manner.
• Good attention to detail.
• Good communicator and able to work as a part of a multidisciplinary team.
• Good telephone manner and an ability to communicate effectively.

Desirable:

• Knowledge and experience of NHS systems.
• A strong work ethic.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name: Leeds Teaching Hospitals

Address: Leeds Dental Institute, Clarendon Way, Leeds, LS29LU

Employer's website: https://www.leedsth.nhs.uk/