Job summary
We
are excited to advertise a permanent Clerical Officer position to join our
Outpatient Admin team.
The
successful applicant will work within a supportive team to provide
administration support to Community Diagnostic Centres and Outpatient clinics
within the hospital setting.
The
Outpatient Administration team is based across five hospital sites Leeds
General Infirmary, Chapel Allerton Hospital, Seacroft Hospital, Wharfedale
Hospital and St James University Hospital; and they also support three
Community Diagnostic Centres at Beeston, Armley and Seacroft. The successful
post holder will be required to work flexibly across several locations.
The
Outpatient Administration team work in collaboration with the Referral and
Booking Service, Outpatient Nursing, Switchboard, Phlebotomy and the Robotic
Process Automation team. Together we form the Outpatient Clinical Service
Unit.
The
main attributes we are looking for include being motivated, reliable,
trustworthy, flexible, and keen to learn. We are also seeking somebody who is
a good team player, with the ability to work on their own initiative.
This
is a 34-hour post working 4 days between 08:00 and 17:00 Monday to Friday,
but the successful applicant must also be able to work until 19:00 and
provide cover during weekends if/when needed.
Expected Shortlisting
Date
07/08/2025
Planned Interview
Date
14/08/2025
Main duties of the job
The
main duty of this role is to provide administration support to the Outpatient
clinics at St James University Hospital and to the Community Diagnostic
Centres at Beeston, Armley and Seacroft. The administration support includes
computer-based work using our Patient Administration System and providing
front of house reception support, delivering a high standard of patient care.
Our
Clerical Officer team ensure all paperwork and systems are prepared in
advance of Outpatient appointments. They also provide receptionist support
across a number of reception areas; book patient appointments in person and
by telephone; and ensure all post clinic actions are completed within the
specified timescale.
The
Clerical Officer team report into the Outpatient Supervisors, and they also
work closely with the Assistant Patient Services Coordinators, Outpatient
Site Managers and Business Manager. The Clerical Officers also support and
collaborate with various Clinical Service Units across the trust, which
includes working with clinical teams such as doctors, nurses and
phlebotomists.
If
you are passionate about making a difference and want to deliver
patient-centred care whilst working within in diverse and supportive team -
this could be the role for you!
About us
The
Outpatient Admin team is wonderfully diverse, and we are very proud of the
established staff groups within our Outpatient team, including our successful
Equity, Diversity & Inclusion group, and community of Changemakers who
are leading the way to make positive change.
We
recognise the power of the staff voice & encourage staff to act as
champions through various staff networks including Disability, LGBT+ and BME.
We
put staff Health and Wellbeing at the heart of everything we do and promote
the importance of flexibility at work. We want to support all staff to
succeed in their role & promote reasonable adjustments in the workplace.
We
adopt inclusive recruitment processes and share interview questions the day
before interview, to all shortlisted candidates. We believe this creates a
level playing field, reduces stress and helps interviewees know what we are
looking for.
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
1.
To be fully conversant with and adhere to standard operating procedures,
policies and agreed departmental procedures.
2.
To promptly process patient and/or other correspondence, documentation,
letters and reports adhering to strict deadlines.
3.
To provide a full clerical support service to various departments 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.
4.
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.
5.
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.
6.
Check/enter patient and/or other details on the Patient Administration and
other Systems.
7.
To request and retrieve relevant information from the appropriate
administration system (electronic or paper systems) as necessary.
8.
Prepare documentation for processing, including inputting, photocopying or
scanning.
9.
Check documentation is complete and available when needed in relevant clinic
or ward e.g. case notes, test results and X-Rays etc.
10.
Where necessary, to be responsible for handling and/or banking cash and
cheques. May be authorised signatory for small cash/financial payments.
11.
Report and respond to any system faults and errors.
12.
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.
13.
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.
14.
Follow Departmental/Trust disposal and destruction procedures of confidential
documentation, in line with Data Protection Act and Confidentiality.
15.
Collect and deliver patient or other documentation/reports around Trust when
required using appropriate equipment as necessary.
16.
Provide suitable cover for other clerical staff in cases of absences, as
delegated by line manager.
17.
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.
18.
Visit and/or work at other designated Trust sites as required to ensure
continuity of service/patient care.
19.
General office work and any other duties assigned by the Outpatient
Supervisor, Assistant Patient Services Co-ordinator, Outpatient Site Manager,
Service Manager or other member of the Senior Management team, which may
include:-
Monitoring
and maintaining appropriate/agreed levels of stock and non-stock items,
including stationery and office supplies.
Maintaining
diaries for senior staff.
Job description
Job responsibilities
PRINCIPAL
DUTIES & AREAS OF RESPONSIBILITY
1.
To be fully conversant with and adhere to standard operating procedures,
policies and agreed departmental procedures.
2.
To promptly process patient and/or other correspondence, documentation,
letters and reports adhering to strict deadlines.
3.
To provide a full clerical support service to various departments 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.
4.
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.
5.
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.
6.
Check/enter patient and/or other details on the Patient Administration and
other Systems.
7.
To request and retrieve relevant information from the appropriate
administration system (electronic or paper systems) as necessary.
8.
Prepare documentation for processing, including inputting, photocopying or
scanning.
9.
Check documentation is complete and available when needed in relevant clinic
or ward e.g. case notes, test results and X-Rays etc.
10.
Where necessary, to be responsible for handling and/or banking cash and
cheques. May be authorised signatory for small cash/financial payments.
11.
Report and respond to any system faults and errors.
12.
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.
13.
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.
14.
Follow Departmental/Trust disposal and destruction procedures of confidential
documentation, in line with Data Protection Act and Confidentiality.
15.
Collect and deliver patient or other documentation/reports around Trust when
required using appropriate equipment as necessary.
16.
Provide suitable cover for other clerical staff in cases of absences, as
delegated by line manager.
17.
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.
18.
Visit and/or work at other designated Trust sites as required to ensure
continuity of service/patient care.
19.
General office work and any other duties assigned by the Outpatient
Supervisor, Assistant Patient Services Co-ordinator, Outpatient Site Manager,
Service Manager or other member of the Senior Management team, which may
include:-
Monitoring
and maintaining appropriate/agreed levels of stock and non-stock items,
including stationery and office supplies.
Maintaining
diaries for senior staff.
Person Specification
Additional Requirements
Essential
- Commitment to undergo training as required provide personal examples linked to experience and/or job history
- Able to fulfil Occupational Health requirements for the post with reasonable adjustments as necessary
Qualifications
Essential
- NVQ2 in Customer Care or an equivalent level of knowledge and experience evidenced within the job history
- Education to GCSE grade C standard or equivalent
Experience
Essential
- Previous experience in an office environment (includes work experience at school or college) providing personal examples linked to job history
- Insight into duties and responsibilities of post including knowledge of clerical procedures and administrative systems
Skills & behaviours
Essential
- Flexible approach to duties and working practices provide personal examples linked to experience and/or job history
- Competent keyboard skills to maintain a high quality, accurate and efficient service (keyboard/data entry) proving personal examples.
- Good interpersonal skills providing personal relevant examples
Person Specification
Additional Requirements
Essential
- Commitment to undergo training as required provide personal examples linked to experience and/or job history
- Able to fulfil Occupational Health requirements for the post with reasonable adjustments as necessary
Qualifications
Essential
- NVQ2 in Customer Care or an equivalent level of knowledge and experience evidenced within the job history
- Education to GCSE grade C standard or equivalent
Experience
Essential
- Previous experience in an office environment (includes work experience at school or college) providing personal examples linked to job history
- Insight into duties and responsibilities of post including knowledge of clerical procedures and administrative systems
Skills & behaviours
Essential
- Flexible approach to duties and working practices provide personal examples linked to experience and/or job history
- Competent keyboard skills to maintain a high quality, accurate and efficient service (keyboard/data entry) proving personal examples.
- Good interpersonal skills providing personal relevant examples
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.
