Job responsibilities
JOB
PURPOSE/SUMMARY
This
role provides a high standard of clerical service and, where necessary,
reception duties to the laboratory, adhering to laboratory guidelines and
policies.
To
undertake a range of clerical duties which include scanning all paperwork
relating to patient laboratory records, filing, and issuing of laboratory
reports using PPM+, e-mail and uploading onto WinDIP. General administrative duties will include
responsibility for main reception and receipt of deliveries and dealing with
any queries.
JOB
DIMENSIONS
The
post holder will work within the laboratory administrative team working
within standard operating procedures, policies and agreed local procedures
relevant to that Laboratory.
The
post holder may be the first point of contact for visitors to the Laboratory.
KNOWLEDGE,
SKILLS AND EXPERIENCE REQUIRED
Qualifications
Literate and numerate
Education to GCSE grade C standard
or equivalent or the ability to pass the Trusts Basic Literacy and Numeracy
Test level 2
Good command of spoken and written
English
NVQ 2 or equivalent level of
knowledge /experience in an office or customer care environment
Knowledge/Experience
IT skills including keyboard and
data entry, with the ability to demonstrate proficiency in the use of
software
Knowledge of relevant
administrative systems and clerical procedures pertaining to the department
(acquired through job training)
Previous clerical experience - this
could include school/college work experience
Work experience in a health or
social care setting (desirable)
Previous reception/customer care
experience (desirable)
Training
Commitment to undergo job training
as required on:
o a range of Patient Administration
and other Systems.
o participate in in-service and
mandatory training participate in annual performance appraisal with
commitment to agreed Personal Development Plan (PDP)
Special
Knowledge
Insight into role and
responsibilities of post
Be fully conversant with Trust
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
Able to work on own initiative,
within agreed departmental guidelines
Professional attitude
Practical
Skills
Good interpersonal skills
Effectively
communicate with patients and team members
PRINCIPAL
DUTIES & AREAS OF RESPONSIBILITY
The
postholder will undertake duties within the following range:
1. To be fully conversant with and
adhere to standard operating procedures, policies and agreed laboratory
procedures.
2. To promptly process patient and/or
other correspondence, documentation, letters, reports etc.
3. To provide a full clerical support
service to the laboratory
including organising, sorting and
filing documents and papers; dealing with incoming and outgoing paper and
electronic post as required; photocopying, distributing information by post,
email,or PPM And uploading documents
onto WinDIP.
4. To greet visitors to thelaboratory,
providing an efficient and courteous service, referring queries or concerns
regarding patients and other visitors to the t laboratory to appropriate
senior staff.
5. Check/enter patient and /or other
details on the Patient Administration and other Systems.
6. To request and retrieve relevant
information from the appropriate administration system (electronic or paper
systems) as necessary.
7. Prepare documentation for processing,
including inputting, photocopying or scanning.
8. Check documentation is complete and
available when needed
9. Report and respond to any system
faults and errors.
10. 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.
11. 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.
12. Follow
Laboratory/Trust disposal and destruction procedures of confidential
documentation, in line with Data Protection Act and Confidentiality.
13. Collect and deliver patient or other
documentation/reports around Trust when required.
14. Provide suitable cover for other
clerical staff in cases of absences, as delegated by line manager.
15. 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
16. Visit and/or work at other designated
Trust sites as required to ensure continuity of service/patient care.
17. 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
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:
As
a healthcare worker dealing with sensitive (patient related) information the
importance and value of personal honesty and integrity as a commitment to
patient service and confidentiality will be recognised. In contributing to
the quality of a technical clinical service you will understand the
requirement to continuously develop appropriate skills and accumulate
relevant knowledge whether by formal or in-house training.
CORE
BEHAVIOURS AND SKILLS
Personal Motivated
Professional
attitude and behaviour
Able
to adapt to service led changes
Flexible
approach to working practices and duties
Attention
to detail
Good
Time Keeping
Communication Literacy
Numeracy
Verbal,
non-verbal
Able
to communicate with all levels of staff
Responsibility to others
Customer Care skills
Reliable
Adaptable
Trustworthy
8. CORE KNOWLEDGE AND UNDERSTANDING
Excellent customer care skills
Be aware of, and demonstrate
commitment to the Trusts departmental policies and procedures
Have understanding of Health and
Safety rules and to be responsible for ones own acts and omissions
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.
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.
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
