Job summary
Here at the Mid Yorkshire Teaching NHS Trust an exciting opportunity has
arisen for a Band 2 Clerical officer to become a key role within our Ultrasound
department in Radiology.
We require someone who has excellent organisational, interpersonal,
and data skills, who can work independently, continuously improve themselves
and help others to do so. You will have excellent communication skills,
attention to detail and embody the Trust Values.
We are a challenging and fast paced service and require
someone who can step into this role with confidence, professionalism and the
ability to motivate themselves and others. We are looking for someone who can
uphold our trust values and behaviours and play a crucial role in assisting delivering
this service.
Mid Yorkshire Teaching NHS Trust operates from 3 sites
currently, with the new Wakefield Community Diagnostic Centre (CDC) opening from
April 2024. As part of your role there may be a requirement to work across sites.
We offer a regular staff shuttle service between all sites for staff
convenience and ease.
The Mid Yorkshire Trust has excellent travel links to Leeds, Sheffield,
Doncaster and Bradford. We are close to both the M1 and the M62.
For details of this post or an informal visit please contact Tracy White
Ultrasound Team Leader email Tracy.white5@nhs.net Or Rachel Levins
Ultrasound Team Leader email Rachel.levins@nhs.net
Telephone 01924 541592 or 01977 747351
Main duties of the job
To
provide efficient, clear system of communication and administration to enable
the department to run effectively and smoothly.
The post holder will work in collaboration with the Patient Service
Manager and will be responsible for supporting the team leaders with
administrative support. The post holder
will assist team leaders with the management, distribution and communication of
the work rota for staff supporting the management of the annual leave, study
leave and absence from work, facilitating the access to clinical services and
diary management.
About us
We provide care and support to over a million people in
Wakefield and Kirklees in their homes, community settings and across our
three hospital sites at Pontefract, Dewsbury and Pinderfields (Wakefield).
Always striving for excellence, we are at the forefront of
innovation and research, and we invest in teaching and the development of our
workforce.
We live by our values of caring, improving, being respectful
and maintaining high standards. We listen and learn because we aim to make Mid
Yorkshire the best place to work and receive care.
We value diversity and welcome talent and enthusiasm
irrespective of age, disability, neurodivergence, sex, gender identity and
gender expression, race or ethnicity, religion or belief, sexual orientation,
or other personal circumstances including providing unpaid carers support to
someone with a health and care need. As ethnic minority groups, members of the
LGBTQ+ community, and people with a disability/neurodivergence are currently
under-represented across the organisation, we encourage applications from
members of these groups. We have policies and procedures to ensure all
applicants are treated fairly and consistently.
We are proud of our staff networks - who offer valuable
guidance and feedback from those with lived experience.
We have a clear vision and you could be part of this! If
you share our values and you want to make a difference to the lives of our
patients and their families and carers, we would love to hear from you.
Job description
Job responsibilities
The post holder will be responsible for designated clerical duties in the department and will work with the team leader to coordinate working rotas for sonographers, taking into account annual leave, study leave and other commitments to ensure that services are staffed according to need. Ensuring compliance with the Trust Access Policy and sickness notification policy and that minimum staffing levels are not compromised.
Play a lead role with administrative tasks in the department e.g., utilising IT systems in line with the departments Key Performance Indicators.
Promote effective customer focused communication with patients and service users.
To respond to telephone and / or face to face enquiries complying with departmental guidance.
Request, cancel and re-arrange appointments in line with local and national targets.
To assist with the confidential management of all types of patient record and ensure that all documentation is returned to the appropriate department is accurately complete and promptly dispatched.
To be responsible for the accurate and timely storing/scanning of records, e.g., referral letters.
To report maintenance and domestic repairs to appropriate wards/departments on instruction from the departmental manager.
Assist with the preparation of patient records for outpatients in a timely manner as and when required.
Operate trust IT systems ensuring correct data is held on the departmental database & Trust systems, and update as necessary.
The post holder will give relevant assistance and training as and when required to support all colleagues.
To arrange transport as necessary for the patient in accordance with requirements of the department.
To carry out general administration duties and provide clerical assistance, as required.
To send and receive scanned clinical documents/faxes in a safe haven environment as per Trust policy.
Ensure that all hospital records are tracked and booked using the Trusts File Tracker computer system.
Receive, sort and distribute goods and post delivered to the ward/department.
Attend regular departmental meetings. Attendance at least half of the meetings each year is an expectation.
Job description
Job responsibilities
The post holder will be responsible for designated clerical duties in the department and will work with the team leader to coordinate working rotas for sonographers, taking into account annual leave, study leave and other commitments to ensure that services are staffed according to need. Ensuring compliance with the Trust Access Policy and sickness notification policy and that minimum staffing levels are not compromised.
Play a lead role with administrative tasks in the department e.g., utilising IT systems in line with the departments Key Performance Indicators.
Promote effective customer focused communication with patients and service users.
To respond to telephone and / or face to face enquiries complying with departmental guidance.
Request, cancel and re-arrange appointments in line with local and national targets.
To assist with the confidential management of all types of patient record and ensure that all documentation is returned to the appropriate department is accurately complete and promptly dispatched.
To be responsible for the accurate and timely storing/scanning of records, e.g., referral letters.
To report maintenance and domestic repairs to appropriate wards/departments on instruction from the departmental manager.
Assist with the preparation of patient records for outpatients in a timely manner as and when required.
Operate trust IT systems ensuring correct data is held on the departmental database & Trust systems, and update as necessary.
The post holder will give relevant assistance and training as and when required to support all colleagues.
To arrange transport as necessary for the patient in accordance with requirements of the department.
To carry out general administration duties and provide clerical assistance, as required.
To send and receive scanned clinical documents/faxes in a safe haven environment as per Trust policy.
Ensure that all hospital records are tracked and booked using the Trusts File Tracker computer system.
Receive, sort and distribute goods and post delivered to the ward/department.
Attend regular departmental meetings. Attendance at least half of the meetings each year is an expectation.
Person Specification
Experience
Essential
- Experience of working with filing systems.
- Experience of good customer or patient care.
- Work with IT systems.
Desirable
- Previous experience in an administrative role.
- Experience of working within a related area e.g. Health/Social Care Setting.
- A willingness to learn NHS computer software systems.
- Experience of working with confidential material.
Personal Attributes
Essential
- Friendly, respectful of colleagues.
Qualifications
Essential
- Good general education to include CSE or GCSE in English Language and Maths or equivalent/experience.
Desirable
- NVQ Level 2 qualification in related subject.
- IT skills qualifications; CLAIT or ECDL computer course.
Knowledge and Awareness
Essential
- Confidentiality issues.
- Awareness of own limitations.
Desirable
- Awareness of Health & Safety issues.
- Awareness of Moving & Handling issues.
Skills and Abilities
Essential
- Keyboard skills.
- Develop and maintain positive working relationships.
- Demonstrate effective and clear written, verbal and telephone, communication skills.
- Work with demanding workloads and prioritise tasks.
- Maintain a safe working environment for self and others.
- Willingness to take on tasks.
Desirable
- Proven record of excellent filing and organisational skills.
Other
Essential
- Ability to satisfy Occupational Health screening.
- Adaptable and flexible according to the demands of the service.
- Understanding of need to maintain confidentiality.
Person Specification
Experience
Essential
- Experience of working with filing systems.
- Experience of good customer or patient care.
- Work with IT systems.
Desirable
- Previous experience in an administrative role.
- Experience of working within a related area e.g. Health/Social Care Setting.
- A willingness to learn NHS computer software systems.
- Experience of working with confidential material.
Personal Attributes
Essential
- Friendly, respectful of colleagues.
Qualifications
Essential
- Good general education to include CSE or GCSE in English Language and Maths or equivalent/experience.
Desirable
- NVQ Level 2 qualification in related subject.
- IT skills qualifications; CLAIT or ECDL computer course.
Knowledge and Awareness
Essential
- Confidentiality issues.
- Awareness of own limitations.
Desirable
- Awareness of Health & Safety issues.
- Awareness of Moving & Handling issues.
Skills and Abilities
Essential
- Keyboard skills.
- Develop and maintain positive working relationships.
- Demonstrate effective and clear written, verbal and telephone, communication skills.
- Work with demanding workloads and prioritise tasks.
- Maintain a safe working environment for self and others.
- Willingness to take on tasks.
Desirable
- Proven record of excellent filing and organisational skills.
Other
Essential
- Ability to satisfy Occupational Health screening.
- Adaptable and flexible according to the demands of the service.
- Understanding of need to maintain confidentiality.
Additional information
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
