Clerical Officer

Portsmouth Hospitals University NHS Trust

This job is now closed

Job summary

NHS Salary Band: Band 2

Salary: £23,615 per annum

Work Location: Queen Alexandra Hospital, Cosham

Hours per week: Full-time and part-time hours are available

Contract Type: Permanent

The Musculoskeletal access team is seeking an enthusiastic, motivated and flexible individual to fill this clerical officer vacancy on a full time basis of 37.5 hours per week .

This position will involve working as part of a team across the MSK departments, providing administration support to both inpatient and outpatient areas. Duties will include prepping clinics, booking appointments/ admissions, reception duties, and general office duties. The department deals with a high volume of patients daily, and so our ideal candidates will thrive in a busy, fast paced environment, enjoy dealing with a variety of people both face to face and over the telephone. Team work is paramount and good customer care essential.

Candidates must have a good level of experience working in an administrative environment and must also be computer literate. Previous NHS experience and knowledge of hospital systems (PAS) would be an advantage.

Main duties of the job

Working as part of a team to provide admin and clerical support to the Musculoskeletal Access Centre to assist in the smooth running, preparation and scheduling of Outpatient clinics and theatre lists, in accordance with the principles contained within the Trusts Waiting List Policy and Outpatient Access Policy and in line with the current waiting time targets.
To maintain a polite friendly and efficient service for patients and their relatives.
To ensure data is accurately recorded on the Trusts Patient Admission System.

About us

Here at Portsmouth Hospitals University NHS Trust, we are proud to provide expert, compassionate care for our local population. We are ranked as the third in the country for research, embedding education and training across the organisation. Our main hub is the Queen Alexandra Hospital, which is one of the largest hospitals on the south coast employing over 8,700 staff.

Our patients come from all walks of life and so do we. We hire great people from a wide variety of backgrounds because it makes our hospital stronger. If you share our values and our enthusiasm for getting it right for patients, colleagues, and our community, you will find a home at Portsmouth Hospitals University NHS Trust.

Date posted

07 January 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£23,614 a year

Contract

Permanent

Working pattern

Full-time, Part-time

Reference number

REF925T

Job locations

Southwick Hill Road

Cosham

PO6 3LY

Job description

Job responsibilities

To provide an efficient and effective clerical support to facilitate patients accessing all clinical services provided by the Musculoskeletal Care Group. Ensuring visitors are received courteously and promptly upon arrival in the departments.
To ensure medical records (x-rays and notes) and all required correspondence and results are available and accurately prepared for clinical sessions
To provide a professional and courteous service in response to telephone and in person enquiries, as required actioning appropriately
To ensure that the clinics and theatre lists run smoothly and efficiently; ensuring they are booked in a timely fashion, the relevant information is communicated suitably to interested parties and medical records are requested appropriately, etc.
To ensure appropriate utilisation of theatre space by proactively monitoring the booking of patients and taking action with under or over booked sessions
To ensure timely appointments are booked and take place in order to ensure patients are fit for admission
To ensure that specialist equipment is booked and available in time for operations
To assist with the requirements of patients, medical staff and other colleagues in relation to the clerical function. For example and tracking patient notes.
To ensure records and information are easily accessed and accurate and that actions are taken at an appropriate time. Maintain accurate and effective central filing system & maintenance of the Patient Admissions System.
To recognise the importance to the service that appropriate staffing cover is maintained to ensure the department is covered at all times.
To ensure all communications are accurate, timely and well presented in accordance with the corporate identity
To ensure patients privacy is protected by maintaining confidentiality when dealing with staff, patients and the public.
To contribute to waiting list targets by ensuring that actions are taken at an appropriate time
To ensure waiting list management is carried out in accordance with the Trusts Waiting List Policy
To ensure patient information is validated by carrying out appropriate waiting list validation
To maintain service delivery by ensuring prior planning to support the scheduling of theatre lists.
To ensure adherence to the Trusts Policies and Procedures, by assisting in staff training and awareness
Maintain good patient relations.
Ensure a helpful and efficient service is provided to patients and staff by supervising and participating in the day-to-day activities of the department. Liaison with colleagues for co-ordination of diverse aspects of work and supporting team members through offering advice, guidance and support as appropriate.
To aid with the monitoring of department activity by helping to produce statistics for central use
Extensive use of computerised systems e.g. the Patient Administration System, which supports many of the above tasks. Training will be provided.
To ensure the smooth running of the Department by, for example, highlighting to relevant colleague/ manager where stationery stock levels are low or photocopier repairs or other repair work is required.

Job description

Job responsibilities

To provide an efficient and effective clerical support to facilitate patients accessing all clinical services provided by the Musculoskeletal Care Group. Ensuring visitors are received courteously and promptly upon arrival in the departments.
To ensure medical records (x-rays and notes) and all required correspondence and results are available and accurately prepared for clinical sessions
To provide a professional and courteous service in response to telephone and in person enquiries, as required actioning appropriately
To ensure that the clinics and theatre lists run smoothly and efficiently; ensuring they are booked in a timely fashion, the relevant information is communicated suitably to interested parties and medical records are requested appropriately, etc.
To ensure appropriate utilisation of theatre space by proactively monitoring the booking of patients and taking action with under or over booked sessions
To ensure timely appointments are booked and take place in order to ensure patients are fit for admission
To ensure that specialist equipment is booked and available in time for operations
To assist with the requirements of patients, medical staff and other colleagues in relation to the clerical function. For example and tracking patient notes.
To ensure records and information are easily accessed and accurate and that actions are taken at an appropriate time. Maintain accurate and effective central filing system & maintenance of the Patient Admissions System.
To recognise the importance to the service that appropriate staffing cover is maintained to ensure the department is covered at all times.
To ensure all communications are accurate, timely and well presented in accordance with the corporate identity
To ensure patients privacy is protected by maintaining confidentiality when dealing with staff, patients and the public.
To contribute to waiting list targets by ensuring that actions are taken at an appropriate time
To ensure waiting list management is carried out in accordance with the Trusts Waiting List Policy
To ensure patient information is validated by carrying out appropriate waiting list validation
To maintain service delivery by ensuring prior planning to support the scheduling of theatre lists.
To ensure adherence to the Trusts Policies and Procedures, by assisting in staff training and awareness
Maintain good patient relations.
Ensure a helpful and efficient service is provided to patients and staff by supervising and participating in the day-to-day activities of the department. Liaison with colleagues for co-ordination of diverse aspects of work and supporting team members through offering advice, guidance and support as appropriate.
To aid with the monitoring of department activity by helping to produce statistics for central use
Extensive use of computerised systems e.g. the Patient Administration System, which supports many of the above tasks. Training will be provided.
To ensure the smooth running of the Department by, for example, highlighting to relevant colleague/ manager where stationery stock levels are low or photocopier repairs or other repair work is required.

Person Specification

Qualifications

Essential

Education to GCSE Level.

Experience

Essential

Previous experience of providing clerical support in a busy and challenging environment.
Evidence of experience of working with the public.

Desirable

Experience of working in a healthcare environment.

Skills and Knowledge

Essential

The ability to work using own initiative and without supervision.
Good communication and interpersonal skills.
Computer literacy & keyboard skills.
Literacy and numeracy.
Good office skills.

Desirable

Knowledge of hospital databases/ information systems.
Knowledge of Microsoft Office.

Person Specification

Qualifications

Essential

Education to GCSE Level.

Experience

Essential

Previous experience of providing clerical support in a busy and challenging environment.
Evidence of experience of working with the public.

Desirable

Experience of working in a healthcare environment.

Skills and Knowledge

Essential

The ability to work using own initiative and without supervision.
Good communication and interpersonal skills.
Computer literacy & keyboard skills.
Literacy and numeracy.
Good office skills.

Desirable

Knowledge of hospital databases/ information systems.
Knowledge of Microsoft Office.

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.