Clerical Officer/Receptionist (XN02)

Leeds Teaching Hospitals

This job is now closed

Job summary

Band 2 Clerical Officer / Receptionist (37.5 hrs per week)

ADULT THERAPIES admin team is looking to recruit a full time post.

This is an exciting opportunity to join the team that provides an effective and efficient clerical service to patients attending the Therapy out patients.

The successful applicant should possess good organisational and communication skills, be computer literate and have the ability to interrogate the PAS system and have an extensive knowledge of clerical duties.

Applicants must be motivated, hard working and are expected to demonstrate a high level of flexibility within their work, the ability to learn quickly and to multi-task.

You should have previous admin and clerical experience preferably within the NHS and be educated to GCSE standard, (or equivalent). It is an essential requirement that the post holder has previous experience of dealing with the general public in a working environment.

This is a very busy area, and you will be expected to prioritise and undertake multiple tasks. The ability to work on your own initiative, but at the same time as an integral part of a team is essential.

Please note that this post is based primarily at St Jamess University Hospital but will require cross-site working. The post holder would be required to work the hours stated in the advert.

Main duties of the job

. Process patient correspondence /documentation, letter, reports and other documentation

2. To greet patients and visitors to the department, providing an efficient and courteous service.

3. Check/enter patient details on the Patient Administration and other Systems.

4. Prepare patient documentation for procession, including inputting or scanning

5. Report and respond to any system faults and errors.

6. Maintain and update patient/departmental databases, prioritising within departmental guidelines and escalating unresolved situation / issues to appropriate line manager

7. Answer general telephone enquiries and requests to retrieve patient and other documentation.

8. To ensure that requests for information are dealt with in an efficient and timely

9. Follow Departmental/Trust disposal and destruction procedures of confidential documentation, in line with Data Protection Act and Confidentiality

10. Collect and deliver patient documentation/reports around Trust when required.

11. To deal with telephone and in-person queries from patient and relatives, Trust staff and external agencies

12. To refer queries or concerns regarding patients and other visitors to the department to appropriate senior staff

About us

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

12 May 2023

Pay scheme

Agenda for change

Band

Band 2

Salary

£22,383 a year

Contract

Permanent

Working pattern

Full-time

Reference number

C9298-ATH-179

Job locations

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF

Job description

Job responsibilities

JOB PURPOSE/SUMMARY

To provide a high standard of clerical/reception service to patients and the department, adhering to departmental guidelines and policies

The post holder will receive and check documentation, reports, patient information, processing appropriately, within departmental guidelines, including entering information on to the appropriate IT system, and retrieve information as and when required.

To process patient and other documentation To be the first point of contact for patients and other visitors to the department To provide an administrative / clerical service to the department / team to support the delivery of a high standard of service to patient, staff and trust departments.

PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

1. Process patient correspondence /documentation, letter, reports and other documentation

2. To greet patients and visitors to the department, providing an efficient and courteous service.

3. Check/enter patient details on the Patient Administration and other Systems.

4. Prepare patient documentation for procession, including inputting or scanning

5. Report and respond to any system faults and errors.

6. Maintain and update patient/departmental databases, prioritising within departmental guidelines and escalating unresolved situation / issues to appropriate line manager

7. Answer general telephone enquiries and requests to retrieve patient and other documentation.

8. To ensure that requests for information are dealt with in an efficient and timely

9. Follow Departmental/Trust disposal and destruction procedures of confidential documentation, in line with Data Protection Act and Confidentiality

10. Collect and deliver patient documentation/reports around Trust when required.

11. To deal with telephone and in-person queries from patient and relatives, Trust staff and external agencies

12. To refer queries or concerns regarding patients and other visitors to the department to appropriate senior staff

13. 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

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

15. General officer work and any other duties assigned by the Supervisor / Team Leader or Manager, which may include:-

Maintain appropriate / agreed levels of stock and non-stock items, including stationery

Maintain diaries for senior staff

Qualifications

Literate and numerate

Experience

Previous clerical experience (desirable)

Previous Reception / customer Care Experience (desirable)

IT Skills / computer literate

Training

Willing to undergo job training as required on a range of Patient Administration and other systems.

Participate in in-service and mandatory training

Participate in annual performance appraisal with commitment to agreed PDP (personal development plan)

Special Knowledge

Insight into role and responsibilities of post

Be fully conversant with Medical Records policies and procedures and have complete understanding of standards to be achieved

Be aware of key indicators and service level agreements within the department

Disposition / Attitude

Able to work as part of a multidisciplinary team

COMMUNICATION & WORKING RELATIONSHIPS

The jobholder will place a high value on the quality of service by ensuring that all patient documentation is received and checked, and processed appropriately, in line with departmental procedures

Respect the contribution of all members within the team/department and the importance of working together to ensure a high standard of patient care.

Commitment to contributing to a quality service in an efficient and effective manner, implementing agreed improvements to reflect services needs/changes

Recognises the importance of Data Protection and confidentiality

Be aware of what information can be disclosed to staffs patients and other agencies

Have understanding of health and Safety rules and individual responsibilities in relation to acts and omissions

Have a logical and problems solving approach to issues that arse

Integrity openness and honesty

Able to work across both trust main sites

12. SPECIAL WORKING CONDITIONS

i) PHYSICAL EFFORT:

Frequently lifting and sorting heavy boxes filled with patient and other documentation.

Sorting, filing and general handling of documentation

Constant requirement for sitting in a restricted position as well as a requirement to use specialist equipment, eg steps to file and retrieve documents, trolley to move bulk documentation

Requirement to work at any site within the Trust, in order to meet the needs of the service

ii) MENTAL EFFORT:

Constant requirement for prolonged concentration

Constant working to departmental deadlines and service level agreements

iii) EMOTIONAL EFFORT:

Potential for some exposure to distress and emotional circumstances, for instance when dealing with patients and carers