Job summary
Here at the Mid Yorkshire Teaching Hospitals NHS Trust, an exciting opportunity has
arisen for a Clerical Officer to become a key role within our department. We require someone who has
excellent organisational and interpersonal skills, who can continuously
improve themselves and help others to do so. You will have
excellent communication skills, caring, empathetic to patient needs, 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 delivering excellent care.
Are you caring, ensuring this is in the
heart of all you do? Are you willing to contribute to help improve aspects of
the care being delivered and to improve yourself? Are you respectful of others
and treat people the way they would expect to be treated? Are you able to
provide a high standard of work, for both patients and the services we provide?
Then you just might be the candidate we are looking for.
This post requires hours to be covered from 8am to 8pm,
Monday to Sunday.
We are currently a 4 site trust, with services expanding into the new Community Diagnostic Centre in Wakefield, which as part of your role you will be
required to work across all sites.
Previous applicants need not apply.
Main duties of the job
To provide efficient, clear
system of communication and administration to enable the department to run
effectively and smoothly.
Be a key part of the reception team and will welcome patients and visitors alike to the department.
The role will include inputting data onto the Radiology information system, distribution of reports, liaising with internal and external stakeholders.
Utilising different Radiology systems, to ensure high quality patient experience and care.
Liaising with key stakeholders both internal and external.
Undertake administrative tasks as delegated.
About us
We provide care and support to over 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
To provide a welcome to the patients who are in contact with
the department.
The post holder will be responsible for designated clerical
duties in the department.
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 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
To provide a welcome to the patients who are in contact with
the department.
The post holder will be responsible for designated clerical
duties in the department.
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 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
Personal Attributes
Essential
- Friendly, respectful of colleagues, approachable.
- Ability to act diplomatically in sensitive situations.
- Good Customer Service skills.
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.
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.
Other
Essential
- Ability to satisfy Occupational Health screening.
- Adaptable and flexible according to the demands of the service.
- Understanding of need to maintain confidentiality.
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.
Person Specification
Personal Attributes
Essential
- Friendly, respectful of colleagues, approachable.
- Ability to act diplomatically in sensitive situations.
- Good Customer Service skills.
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.
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.
Other
Essential
- Ability to satisfy Occupational Health screening.
- Adaptable and flexible according to the demands of the service.
- Understanding of need to maintain confidentiality.
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.
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.
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).
Additional information
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.
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).
