Job summary
Expected Shortlisting
Date
24/09/2025
Planned Interview
Date
25/09/2025
An
exciting opportunity has arisen for a Clerical Officer to join the Diagnostic
Administration team, supporting the Clinical Physiology Service at Leeds
Teaching Hospitals NHS Trust. The role is full time Monday-Friday and based
between two sites, Cardiac Investigations Unit at Leeds General Infirmary and
Cardio-Respiratory Unit at St Jamess University Hospital.
In
this dynamic clinical environment, you will handle a range of administrative
duties, collaborating closely with the existing admin team and departmental
clinical team to schedule patient appointments, answer appointment queries
and ensure patient access targets are consistently achieved.
The
ideal candidate will demonstrate exceptional organisational skills, the
ability to work independently and as part of a team, and strong communication
skills. You will regularly liaise with patients, clinical staff, and
administration colleagues both within the department and across the wider
organisation.
While
previous administration experience is desirable, it is not essential. The
role will involve working between both LGI and SJUH sites, offering a varied
and engaging work environment..
Main duties of the job
As
a Clerical Officer supporting the Cardio-Respiratory diagnostic service, you
will play a vital role in delivering smooth administrative support and
excellent patient centred care. Acting as the friendly first point of contact
for patients, carers, and visitors, you will greet and assist everyone who
comes into the department with professionalism and warmth.
Your
daily duties will include reception responsibilities, answering telephone
enquiries, making appointments and passing messages to the clinical team. You
will book cardiac and respiratory diagnostic investigation appointments
following designated templates, ensuring all bookings are made efficiently
and in line with clinical priorities and departmental policies. You will work
closely with a dedicated team of administrative Clerical Officers and Admin
Coordinators, supported by Band 4 Assistant Patient Service Coordinators, and
overseen by a Band 5 Patient Service Coordinator.
This
role requires excellent communication and organisational skills, with the
ability to work both independently and as part of a team, helping to maintain
a positive and efficient service environment.
About us
Come
and join our team in Leeds and become part of The Leeds Way sharing our
vision and values. Our Trust is recognised for our staff engagement, great
care and rated GOOD by the Care Quality Commission.
Leeds
Teaching Hospitals NHS Trust is one of the largest acute health providers in
the UK and based in one of the fastest growing and vibrant cities in the
north.
At
Cardio-Respiratory CSU, we aim to be a fair and supportive CSU with positive,
caring teams who are champions of 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
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.
Job description
Job responsibilities
PRINCIPAL
DUTIES & AREAS OF RESPONSIBILITY
To be fully conversant with and
adhere to standard operating procedures, policies and agreed departmental
procedures.
To promptly process patient and/or
other correspondence, documentation, letters, reports etc.
To provide a full clerical support
service to the Department 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.
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.
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.
Check/enter patient and /or other
details on the Patient Administration and other Systems.
To request and retrieve relevant
information from the appropriate administration system (electronic or paper
systems) as necessary including patient case notes.
Prepare documentation for
processing, including inputting, photocopying or scanning.
Check documentation is complete and
available when needed in relevant clinic.
Report and respond to any system
faults and errors.
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.
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.
Follow Departmental/Trust disposal
and destruction procedures of confidential documentation, in line with Data
Protection Act and Confidentiality.
Collect and deliver patient or
other documentation/reports around Trust when required.
Provide suitable cover for other
clerical staff in cases of absences, as delegated by line manager.
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
Visit and/or work at other
designated Trust sites as required ensuring continuity of service/patient
care.
General office work and any other
duties assigned by the Supervisor/Team Leader or Manager, which may include:-
Monitor and maintain
appropriate/agreed levels of stock and non-stock items, including stationery
and office supplies
maintain diaries for senior staff
Job description
Job responsibilities
PRINCIPAL
DUTIES & AREAS OF RESPONSIBILITY
To be fully conversant with and
adhere to standard operating procedures, policies and agreed departmental
procedures.
To promptly process patient and/or
other correspondence, documentation, letters, reports etc.
To provide a full clerical support
service to the Department 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.
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.
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.
Check/enter patient and /or other
details on the Patient Administration and other Systems.
To request and retrieve relevant
information from the appropriate administration system (electronic or paper
systems) as necessary including patient case notes.
Prepare documentation for
processing, including inputting, photocopying or scanning.
Check documentation is complete and
available when needed in relevant clinic.
Report and respond to any system
faults and errors.
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.
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.
Follow Departmental/Trust disposal
and destruction procedures of confidential documentation, in line with Data
Protection Act and Confidentiality.
Collect and deliver patient or
other documentation/reports around Trust when required.
Provide suitable cover for other
clerical staff in cases of absences, as delegated by line manager.
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
Visit and/or work at other
designated Trust sites as required ensuring continuity of service/patient
care.
General office work and any other
duties assigned by the Supervisor/Team Leader or Manager, which may include:-
Monitor and maintain
appropriate/agreed levels of stock and non-stock items, including stationery
and office supplies
maintain diaries for senior staff
Person Specification
Experience
Essential
- Competent IT Skills
- Previous experience working in office enviroment
Desirable
- Previous experience working in a hospital environment
- Working knowledge of patient related databases
Skills & behaviours
Essential
- Good interpersonal skills
- Effectively communicate with patients and team members
- Reliable and trustworthy
- Able to work as part of a multidisciplinary team
Qualifications
Essential
- Basic literacy and numeracy with education to GCSE grade C, or equivalent.
Person Specification
Experience
Essential
- Competent IT Skills
- Previous experience working in office enviroment
Desirable
- Previous experience working in a hospital environment
- Working knowledge of patient related databases
Skills & behaviours
Essential
- Good interpersonal skills
- Effectively communicate with patients and team members
- Reliable and trustworthy
- Able to work as part of a multidisciplinary team
Qualifications
Essential
- Basic literacy and numeracy with education to GCSE grade C, 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.
