Office Clerk

The Methodist Church in Britain; St Asaph; On-site; GBP 18,000 - 24,000; Full time

Job summary

Glan Clwyd hospital is seeking an Office Clerk to support the Medical Records Department. You will retrieve case notes across the site, arrange and dispatch clinic letters to GP surgeries, and book patients to meet access targets while maintaining confidentiality and a patient‑centric service.

The role requires prior customer service experience in an office environment, solid general education and an NVQ 2 or equivalent, with Welsh language ability desirable but not essential.

Qualifications

• Good standard of general education.
• NVQ 2 or equivalent.
• Awareness of patient confidentiality.

Responsibilities

• Obtain case notes for the Department from locations across Glan Clwyd's site, including the Medical Records Department.
• Book patients in line with local and national access targets, using initiative in complex situations.
• Organise clinic letters and distribute them to relevant GP surgeries.
• Support team members in delivering access targets and a patient-focused booking service.
• Provide a professional, efficient and effective administrative service for the Department.

Skills

Data Protection Act knowledge

Communication skills (written, verbal,

Computer literacy

Organisation & initiative

Time management / deadlines

Welsh language ability

Education

NVQ 2 or equivalent

Tools

WPAS

RADIS

TPATH

PAS

Microsoft Office

Job description

This Office Clerk post sits in a hospital department on Glan Clwyd's site, run by Betsi Cadwaladr University Health Board. The work centres on fetching case notes from across the site, including the medical records department, sending clinic letters to GP surgeries, and booking patients to meet local and national access targets. It is a target-driven role in which Welsh is desirable, but English and Welsh speakers are equally welcome. Candidates need prior office customer service experience and an NVQ 2 or equivalent.

What the job involves

• Obtain case notes for the Department from locations across Glan Clwyd's site, including the Medical Records Department
• Book patients in line with local and national access targets, using initiative in complex situations
• Organise clinic letters and distribute them to relevant GP surgeries
• Support team members in delivering access targets and a patient-focused booking service
• Provide a professional, efficient and effective administrative service for the Department

What’s required

Qualifications

• Good standard of general education
• NVQ 2 or equivalent

Experience

• Office environment experience involving customer service
• Awareness of patient confidentiality

Skills & knowledge

• Knowledge of the Data Protection Act
• Proven communication skills, written, verbal and by telephone
• Computer literacy
• Organisational skills, showing initiative, and meeting tight deadlines
• Frequent, prolonged use of VDUs and telephones
• Awareness of waiting list management policy and waiting times

Other

• Working as part of a multi-disciplinary team
• Remaining calm when patients are aggressive or abusive
• Overcoming language and communication barriers
• Working well in a highly pressurised, target-driven environment
• Able to prioritise own workload; self-motivated, diplomatic, calm and positive
• Understanding of the supervisory reporting structure

Nice to have

• Knowledge of WPAS or hospital administration systems
• Ability to use computer databases such as RADIS, TPATH and PAS, and Microsoft Office
• Previous medical records or hospital-based clerical experience
• Understanding of the aims and objectives of the Modernisation Agenda
• Ability to speak Welsh