Clerical Officer (XN02)

NHS; Leeds; On-site; GBP 20,000 - 30,000; Full time

Job summary

An established healthcare provider is seeking a Clerical Officer to join their dynamic team in Leeds. This role involves supporting the delivery of high-quality patient care through effective administration. You will be responsible for managing appointments, updating medical records, and assisting healthcare professionals with various tasks. The ideal candidate will possess strong communication and organizational skills, thrive in a busy environment, and be a proactive team player. Join a supportive and friendly team dedicated to continuous professional development and making a difference in patient care.

Benefits

Full induction and training package

Opportunities for flexible working

Access to support forums

Qualifications

• Experience in office administration and dealing with the public.
• Willingness to undertake further professional development and training.

Responsibilities

• Provide efficient and accurate administration for patient treatment.
• Manage outpatient appointments, medical records, and patient enquiries.

Skills

Communication Skills

Organizational Skills

Teamwork

Interpersonal Skills

Time Management

Computer Literacy

Education

GCSE Grade C or above in English

GCSE Grade C or above in Maths

ECDL qualification or willingness to undertake training

Tools

Patient Administration System

Computerized Office Systems

Job description

Do you have excellent communication and administrative skills and can work effectively as part of a team? Do you enjoy working in a busy environment and want a challenge? Then this could be the role for you!

At the Cardiology Admin, we are looking for a friendly, self-motivated, enthusiastic, and positive individual to join our team in a full-time position as a Clerical Officer. We are based at the Leeds General Infirmary. You will be joining a friendly, supportive team of administration staff, secretaries, doctors, and nurses.

At LTHT, we pride ourselves on having the goal to be the best place to work, so if this is a role you are interested in, please apply to become the next Clerical Officer at Cardiology!

Why join our team?

1. You will join a large, friendly and supportive team
2. We will provide a full induction and training package tailored to your individual needs
3. We are committed to continuous professional development for all our staff
4. Opportunities for flexible working
5. Access to support forums led by staff in key areas including BAME, LGBTQ+, health and wellbeing, disability networks and more!

Expected Shortlisting Date: 14th April

Planned Interview Date: 21st April

Main duties of the job

The successful candidate is expected to provide efficient, effective, and accurate administration to support the delivery of high standard and cost-effective treatment for patients.

You will be responsible for making outpatient appointments, clinic preparation, updating patients' medical records, dealing with patient enquiries, and supporting other healthcare professionals with a variety of administrative tasks. Therefore, having excellent communication and organisational skills, being able to work as part of a team, as well as being able to use your own initiative and work towards deadlines are essential for this role.

If you have the skills to take on this role, please apply. We want you on our team!

About us

Come and join our team in Leeds 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 is based in one of the fastest growing and vibrant cities in the north.

At Cardio-Respiratory CSU, we aim to be a fair and supportive CSU with positive, caring teams who are champions of the Leeds Way values. Our values are part of what makes us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are:

1. Accountable
2. Empowered

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.

Job responsibilities

Principal Duties & Areas of Responsibility

The postholder will undertake duties within the following range:

1. To be fully conversant with and adhere to standard operating procedures, policies, and agreed departmental procedures.
2. To promptly process patient and/or other correspondence, documentation, letters, reports, etc.
3. To provide a full clerical support service to the Department including organising, sorting, and filing documents and papers; dealing with incoming and outgoing paper and electronic post as required; photocopying, faxing, and distributing information by post or email; typing letters and other documents.
4. To greet patients and visitors to the department, providing an efficient and courteous service, referring queries or concerns regarding patients and other visitors to the department to appropriate senior staff.
5. To plan and book appointments in priority order in accordance with departmental policy in a timely and efficient manner and arrange transport/interpreting services where appropriate.
6. Check/enter patient and/or other details on the Patient Administration and other Systems.
7. To request and retrieve relevant information from the appropriate administration system (electronic or paper systems) as necessary including patient case notes.
8. Prepare documentation for processing, including inputting, photocopying, or scanning.
9. Check documentation is complete and available when needed in relevant clinic or ward e.g., case notes, test results, and X-Rays etc.
10. Where necessary, to be responsible for handling and/or banking cash and cheques. May be an authorised signatory for small cash/financial payments.
11. Report and respond to any system faults and errors.
12. Maintain and update patient/departmental databases, ensuring patient and other information is accurately recorded, prioritising within departmental guidelines and escalating unresolved situations/issues to the appropriate line manager.
13. To deal with telephone and in-person queries from patients and relatives, Trust staff, and external agencies in a polite and helpful manner, observing the need for discretion and courtesy. Taking responsibility for returning any follow-up calls as necessary.
14. Follow Departmental/Trust disposal and destruction procedures of confidential documentation, in line with Data Protection Act and Confidentiality.
15. Collect and deliver patient or other documentation/reports around Trust when required.
16. Provide suitable cover for other clerical staff in cases of absences, as delegated by line manager.
17. Assisting to maintain high standards of care, including:
1. Maintain a safe working environment, reporting incidents, accidents, complaints
2. Understand the need to maintain and respect patient confidentiality
3. Participate in in-service training
4. Participate in mandatory training annually
5. Participate in annual performance appraisal
6. Visit and/or work at other designated Trust sites as required to ensure continuity of service/patient care.
7. General office work and any other duties assigned by the Supervisor/Team Leader or Manager, which may include:
8. Monitor and maintain appropriate/agreed levels of stock and non-stock items, including stationery and office supplies

Person Specification

Experience

• Willingness to undertake further professional development and training
• Experience in dealing with members of the public in a working environment
• Previous NHS experience including Office Administration experience
• Experience of using administrative systems including data entry
• Operation of hospital out-patient receptions

Skills and Behaviours

• A good team player, with the ability to work in a diverse and demanding environment in a multidisciplinary team
• Excellent communication skills both verbally and written that are clear and concise
• Effective interpersonal skills
• Good organisational and time management skills
• Basic computer literacy and willingness to further undergo training
• Ability to use the Trust's Patient Administration System

Qualifications

• Educated to GCSE Grade C or above in English and Maths
• ECDL qualification or willingness to undertake such training
• Knowledge of Computerised Office Systems

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.