Clerical Officer (XN02)

Job description

Job responsibilities

PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

Provide cover in reception e.g. act as reception clerk, dealing with queries from patients, medical staff and outside agencies, including telephone enquiries.

Booking patient appointments using the PAS system.

Dealing with correspondence, incoming and outgoing, that any senior member of the department may require in a timely manner. This includes the monitoring of a departmental email inbox and daily post.

Dealing with telephone enquiries from patients, hospital staff and outside agencies and patients including changing patient appointments.

General clerical duties which include filing, photocopying and faxing.

Arranging ambulance transport, portering services or nurse escorts for patients.

Typing of medical reports/patient details onto the PAS system.

Cashing up of clinics on PAS.

Other duties

To liaise with colleagues and other disciplines as necessary.

To maintain knowledge of systems and equipment based in the department.

To participate in the appraisal process as outlined by Trust policies and procedures.

To take on additional and changing duties commensurate with the grade as defined by the Patient Services Co-Ordinator/Business Manager in response to demands made upon the Department.

5. THE LEEDS WAY VALUES

Our values are part of what make 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:

Patient-centred

Collaborative

Fair

Accountable

Empowered

All our actions and endeavours will be guided and evaluated through these values

Additionally, the following are core values which relate specifically to this post:

Be of a mature, pleasant and friendly nature. A sense of humour is advantageous.

Have a flexible approach to their work.

Be committed and focused to provide a quality service that meets the needs of patients, staff and other health professionals.

Be able to communicate at all levels with a professional manner, showing politeness and empathy towards patients and their families.

Have an ability to learn by ones mistakes.

6. WEST YORKSHIRE ASSOCIATION OF ACUTE TRUSTS (WYAAT)

Leeds Teaching Hospitals NHS Trust is part of the West Yorkshire Association of Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across West Yorkshire and Harrogate working together to provide the best possible care for our patients.

By bringing together the wide range of skills and expertise across West Yorkshire and Harrogate we are working differently, innovating and driving forward change to deliver the highest quality care. By working for Leeds Teaching Hospitals NHS Trust this is your opportunity to be a part of that change.

WYAAT is the acute sector arm of the West Yorkshire and Harrogate Health and Care Partnership, one of the largest integrated care systems in the country. The Partnerships ambition is for everyone to have the best possible health and wellbeing, and the work of WYAAT, and each individual trust, supports that ambition.

7. INFECTION CONTROL

The jobholder must comply at all times with the Leeds Teaching Hospitals NHS Trust Infection Control policies, in particular by practising Universal Infection Control Precautions. Hand hygiene must be performed before and after contact with patients and their environment.

8. HEALTH AND SAFETY / RISK MANAGEMENT

All staff are responsible for working with their colleagues to maintain and improve the quality of services provided to our patients and other service users. This includes complying at all times with the Leeds Teaching Hospitals NHS Trust Policies, including Health and Safety policies, in particular by following agreed security and safer working procedures, and reporting incidents using the Trust Incident Reporting system

9. EQUALITY AND DIVERSITY

The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families. No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc.

10. TRAINING AND PERSONAL DEVELOPMENT CONTINUOUS PROFESSIONAL DEVELOPMENT

The jobholder must take responsibility in agreement with his/her line manager for his/her own personal development by ensuring that Continuous Professional Development remains a priority. The jobholder will undertake all mandatory training required for the role.

11. COMMUNICATION & WORKING RELATIONSHIPS

The post holder will communicate with patients and their families and liaise with other health professionals both internally and externally as an integral part of the post.

12. SPECIAL WORKING CONDITIONS

i) PHYSICAL EFFORT:

Some moving of stationary items eg reams of paper, medical files etc may be necessary.

ii) MENTAL EFFORT:

Concentration can be for prolonged periods of time when typing as length of medical reports and tapes vary. Photocopying complex documents, collating and distributing of said documents, daily typing, faxing and distributing of rotas on behalf of secretaries, taking telephone messages and covering for secretaries/receptionist during periods of absence.

ii) EMOTIONAL EFFORT:

Limited Emotional Effort needed.

iii) WORKING CONDITIONS:

The post holder is expected to travel to other sites if required, via the Trust shuttle bus service

Person Specification

Skills & Behaviours

Essential

• Self-motivated and enthusiastic
• Able to work accurately and calmly whilst under pressure
• Good team worker
• Reliable and punctual
• Be able to work with limited supervision
• Professional in appearance and conduct

Desirable

• Be of a mature, pleasant and friendly nature with a good sense of humour
• Have the ability to stay calm whilst working under pressure.
• Adaptable and flexible

Experience

Essential

• Previous NHS experience including Reception/Office Administration experience

Desirable

• Knowledge of Medical Terminology
• Knowledge of PAS/Epro/PPM+/CARPs

Other Criteria

Essential

• Other criteria (optional) eg practical skills or Additional Requirements To familiarise him/herself with the basic work and procedures of the department in order to answer patient enquiries and provide an effective and efficient clerical service.
• Accurate typing and spelling ability
• Good interpersonal and communication skills
• Good telephone skills

Qualifications

Essential

• Qualifications - Essential CriteriaExperience in dealing with members of the public in a professional working environment.
• Keyboard/data entry skills are essential, basic knowledge of Word, Excel, Powerpoint, Outlook.
• Good communication skills are required, both written and oral.

Desirable

• Qualifications - DesirableRSA II typing/word processing or equivalent

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

Leeds General Infirmary

Great George Street

Leeds

LS1 3EX

Employer's website

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