Job summary
Clerical Officer- Permeant 37.5 Hours
We are looking for an organised and motivated Clerical Officer to join our Community Allied Health Professional (AHP) Admin Team. This role is vital in providing essential administrative support to ensure the smooth and efficient running of our services.
To liaise with the clinicians, patients, and other Health Care services, to provide a comprehensive admin service to support clinicians in Community AHP Services, enabling them to focus on clinical duties and provide high quality patient care.
To answer the patient and staff phone lines, book and outcome clinic appointments, ensuing data is accurately recorded and up to date to enable effective monitoring of the services to ensure clinic utilisation and resources are maximised.
Main duties of the job
- Act as the first point of contact for the Community AHP Services, handling calls and queries from patients, carers, staff, and external professionals with empathy and professionalism.
- Provide comprehensive administrative support, including booking appointments, managing referrals, updating patient records on OASIS, and maintaining accurate databases.
- Assist with clerical tasks such as typing, photocopying, scanning, filing, and managing correspondence.
- Organise meetings, training sessions, and interpreter bookings; arrange patient transport when required.
- Support team leaders with sickness absence documentation, incident reporting (DATIX), and stock management.
- Handle patient complaints and enquiries, ensuring compliance with Trust policies and data protection standards.
- Liaise with procurement and finance teams for orders and invoices; monitor maintenance requests and equipment servicing.
- Contribute to team meetings, maintain high standards of conduct, and participate in mandatory training and annual appraisals.
About us
At the Dudley Group our patients and staff are at the heart of all that we do and that is to provide a world class service that aligns with our vision of "excellent health care, improved health for all". We are seeking to recruit staff who share our vision and values of making Dudley Group an incredible workplace.
As part of the NHS People Promise, your wellbeing is our priority, and we are committed to ensuring our employees achieve a healthy work-life balance supported by our flexible working options and by making reasonable adjustments where possible. We believe no-one should have to sacrifice family, friends, or their personal interests for work. We are a modern employer able to attract and retain high quality staff through our commitment to the NHS People Promise.
As an employer, we foster an inclusive environment where everyone feels valued, supported, and empowered to contribute their best. We want to ensure that our workforce is representative of the population we serve. More information - inclusive practice people promise.
Dudley Group offer many opportunities for our staff to develop and grow within their roles through our Learning & OD Team. These include topics such as communication, wellbeing, team development, cultural competency, and values.
Please click below to view our EDI page: Equality, Diversity, and Inclusion - The Dudley Group NHS Foundation Trust (dgft.nhs.uk)
Job description
Job responsibilities
Please refer to the attached Job Description for full details of the main duties and responsibilities that the post holder is required to undertake.
Job description
Job responsibilities
Please refer to the attached Job Description for full details of the main duties and responsibilities that the post holder is required to undertake.
Person Specification
Qualifications & Education
Essential
- Good standard of education, 5 GCSEs A-C including Maths and English or equivalent
- NVQ Business Administration/Customer Care NVQ2 or equivalent experience
Desirable
- IT qualification - ECDL, RSAII
Knowledge & Training
Essential
- Proven clerical/administrative experience within a customer care environment
- Understanding of confidentiality and Data Protection Act
- Computer literate with the ability to work in variety of computer applications, including word and excel
- Commitment to learning and training
- Ability to work with confidential material and maintain confidentiality
Experience
Essential
- Excellent communication and customer service skills
- Flexible and adaptable to change
- Understanding of admin role and its application to patient care
Desirable
- Previous experience working in the NHS/Healthcare environment
Communication & Relationship Skills
Essential
- Good team worker and ability to work alone
- Able to communicate effectively on the phone
- Friendly and approachable
- Professional approach to work and colleagues
- Good accurate written and oral skills
- Ability to mix with existing staff
Analytical & Judgement Skills
Essential
- Able to respond quickly in a rapid working environment
- Able to cope with different and competing demands
Planning & Organisational Skills
Essential
- Able to meet deadlines and manage time set priorities
- Highly motivated and organised
- Able to work as part of a team, using your own initiative, organising and prioritise own and other workloads to changing and often tight deadlines
Equality, Diversity, Inclusion and Trust Values
Essential
- Able to provide safe, caring, and effective services
- Values and behaviours that reflect the Trust values of Care, Respect and Responsibility
- Commitment to creating a diverse and inclusive workplace that is free from discrimination and where people feel they belong and their contribution is valued
Person Specification
Qualifications & Education
Essential
- Good standard of education, 5 GCSEs A-C including Maths and English or equivalent
- NVQ Business Administration/Customer Care NVQ2 or equivalent experience
Desirable
- IT qualification - ECDL, RSAII
Knowledge & Training
Essential
- Proven clerical/administrative experience within a customer care environment
- Understanding of confidentiality and Data Protection Act
- Computer literate with the ability to work in variety of computer applications, including word and excel
- Commitment to learning and training
- Ability to work with confidential material and maintain confidentiality
Experience
Essential
- Excellent communication and customer service skills
- Flexible and adaptable to change
- Understanding of admin role and its application to patient care
Desirable
- Previous experience working in the NHS/Healthcare environment
Communication & Relationship Skills
Essential
- Good team worker and ability to work alone
- Able to communicate effectively on the phone
- Friendly and approachable
- Professional approach to work and colleagues
- Good accurate written and oral skills
- Ability to mix with existing staff
Analytical & Judgement Skills
Essential
- Able to respond quickly in a rapid working environment
- Able to cope with different and competing demands
Planning & Organisational Skills
Essential
- Able to meet deadlines and manage time set priorities
- Highly motivated and organised
- Able to work as part of a team, using your own initiative, organising and prioritise own and other workloads to changing and often tight deadlines
Equality, Diversity, Inclusion and Trust Values
Essential
- Able to provide safe, caring, and effective services
- Values and behaviours that reflect the Trust values of Care, Respect and Responsibility
- Commitment to creating a diverse and inclusive workplace that is free from discrimination and where people feel they belong and their contribution is valued
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
