• Job Description

  Req#: C9298-OPD-0050?language=en&page=902&sort=publicationDateDesc

  Job summary

  We are excited to advertise a permanent full time Clerical Officer position to join our Outpatient Admin team.

  The successful applicant will work within a supportive team to provide administration support to Outpatient clinics within the hospital setting.

  The Outpatient Administration team is based across five hospital sites Leeds General Infirmary, Chapel Allerton Hospital, Seacroft Hospital, Wharfedale Hospital and St James University Hospital; and they also support two Community Diagnostic Centres at Beeston and Armley. The post holder will be required to work at Wharfedale Hospital.

  The Outpatient Administration team work in collaboration with the Referral and Booking Service, Outpatient Nursing, Switchboard, Phlebotomy and the Robotic Process Automation team. Together we form the Outpatient Clinical Service Unit.

  The main attributes we are looking for include being motivated, reliable, trustworthy, flexible, and keen to learn. We are also seeking somebody who is a good team player, with the ability to work on their own initiative.

  This post requires working between 08:00 and 17:00 Monday to Friday, but the successful applicant may also be required to provide weekend cover if/when needed.

  We are proud of the diversity within our teams, and we welcome applications from people of all backgrounds and are committed to recruiting inclusively.

  Main duties of the job

  The main duty of this role is to provide administration support to Wharfedale Hospital. The administration support includes computer-based work using our Patient Administration System and providing front of house reception support, delivering a high standard of patient care.

  Our Clerical Officer team ensure all paperwork and systems are prepared in advance of Outpatient appointments. They also provide receptionist support across a number of reception areas; book patient appointments in person and by telephone; and ensure all post clinic actions are completely timely.

  The Clerical Officer team report into the Outpatient Supervisors, and they also work closely with the Assistant Patient Services Coordinators, Outpatient Site Managers and Business Manager. The Clerical Officers also support and collaborate with various Clinical Service Units across the trust, which includes working with clinical teams such as doctors, nurses and phlebotomists.

  If you are passionate about making a difference and want to deliver patient-centred care whilst working within in diverse and supportive team - this could be the role for you!

  About us

  We are very proud of the established staff groups within our Outpatient team, including our successful Equality, Diversity & Inclusion staff group. We are proud winners of an LTHT Time to Shine Award 2022 for a Leeds Way award in the Fair category.

  We recognise the power of the staff voice & encourage staff to act as champions through various staff networks including Disability, LGBT+ and BME.

  We put staff Health and Wellbeing at the heart of everything we do and promote the importance of flexibility at work. We want to support all staff to succeed in their role & support reasonable adjustments in the workplace.

  We adopt inclusive recruitment processes and share interview questions the day before interview, to all shortlisted candidates. We believe this creates a level playing field, reduces stress and helps interviewees know what we are looking for.

  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

  26 April 2024

  Pay scheme

  Agenda for change

  Band

  Band 2

  Salary

  £22,383 a year

  Contract

  Permanent

  Working pattern

  Full-time, Flexible working

  Reference number

  C9298-OPD-0050

  Job locations

  Wharfedale General Hospital

  Newall Carr Road

  Otley

  West Yorkshire

  LS21 2LY

  
  

  Job description

  Job responsibilities

  PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

  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 and reports adhering to strict deadlines.

  3. To provide a full clerical support service to various departments 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.

  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 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 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 using appropriate equipment as necessary.

  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:-

  Maintain a safe working environment, reporting incidents, accidents, complaints.

  Understand the need to maintain and respect patient confidentiality.

  Participate in in-service training.

  Participate in mandatory training annually.

  Participate in annual performance appraisal.

  18. Visit and/or work at other designated Trust sites as required to ensure continuity of service/patient care.

  19. General office work and any other duties assigned by the Outpatient Supervisor, Assistant Patient Services Co-ordinator, Outpatient Site Manager, Service Manager or other member of the Senior Management team, which may include:-

  Monitoring and maintaining appropriate/agreed levels of stock and non-stock items, including stationery and office supplies.

  Maintaining diaries for senior staff.

  Job description

  Job responsibilities

  PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

  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 and reports adhering to strict deadlines.

  3. To provide a full clerical support service to various departments 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.

  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 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 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 using appropriate equipment as necessary.

  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:-

  Maintain a safe working environment, reporting incidents, accidents, complaints.

  Understand the need to maintain and respect patient confidentiality.

  Participate in in-service training.

  Participate in mandatory training annually.

  Participate in annual performance appraisal.

  18. Visit and/or work at other designated Trust sites as required to ensure continuity of service/patient care.

  19. General office work and any other duties assigned by the Outpatient Supervisor, Assistant Patient Services Co-ordinator, Outpatient Site Manager, Service Manager or other member of the Senior Management team, which may include:-

  Monitoring and maintaining appropriate/agreed levels of stock and non-stock items, including stationery and office supplies.

  Maintaining diaries for senior staff.

  Person Specification

  Qualifications

  Essential

  • Literate / Numerate
  • NVQ2 in Customer Care or an equivalent level of knowledge and experience
  • Education to GCSE grade C standard or equivalent or the ability to pass the Trusts Basic Literacy and Numeracy Test

  Experience

  Essential

  • Previous experience in an office environment (includes work experience at school or college)
  • Insight into duties and responsibilities of post
  • Knowledge of clerical procedures and administrative systems

  Desirable

  • Working knowledge of patient related databases

  Skills & behaviours

  Essential

  • Competent keyboard skills to maintain a high quality, accurate and efficient service (keyboard/data entry)
  • Flexible approach to duties and working practices

  Additional Requirements

  Essential

  • Able to fulfil Occupational Health requirements for the post with reasonable adjustments as necessary
  • May be required to work outside core office hours

  Person Specification

  Qualifications

  Essential

  • Literate / Numerate
  • NVQ2 in Customer Care or an equivalent level of knowledge and experience
  • Education to GCSE grade C standard or equivalent or the ability to pass the Trusts Basic Literacy and Numeracy Test

  Experience

  Essential

  • Previous experience in an office environment (includes work experience at school or college)
  • Insight into duties and responsibilities of post
  • Knowledge of clerical procedures and administrative systems

  Desirable

  • Working knowledge of patient related databases

  Skills & behaviours

  Essential

  • Competent keyboard skills to maintain a high quality, accurate and efficient service (keyboard/data entry)
  • Flexible approach to duties and working practices

  Additional Requirements

  Essential

  • Able to fulfil Occupational Health requirements for the post with reasonable adjustments as necessary
  • May be required to work outside core office hours

  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

  Wharfedale General Hospital

  Newall Carr Road

  Otley

  West Yorkshire

  LS21 2LY

  
  

  Employer's website

  https://www.leedsth.nhs.uk/ (Opens in a new tab)

  Employer details

  Employer name

  Leeds Teaching Hospitals

  Address

  Wharfedale General Hospital

  Newall Carr Road

  Otley

  West Yorkshire

  LS21 2LY

  
  

  Employer's website

  https://www.leedsth.nhs.uk/ (Opens in a new tab)

• About the company

  National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.

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