Job summary
We are looking for a motivated and experienced Clerical Officer who is
capable with IT and a strong team player to become part of our Child Health
department team at Pontefract and also support the Paediatrics Team at Pinderfields when needed. Strong communication skills, ability to
learn quickly and a flexible approach are essential. The position is
interesting and varied and involves data collection of children and young
people in the Wakefield and surrounding area. Full training will be given on
the Child Health computer system, SystmOne, and the ability to input quickly
and accurately onto the computer system is essential.
Job overview
The CHIS (Child Health Information Service) department stores health
data for all children 0-19 on a specialised database to ensure children and
young adults are offered vital immunisations and health screening. This
information follows a child wherever they live in the UK so CHIS manages
records for children as they move into or out of the Wakefield Area.
What you will need to succeed in this role
A range of IT applications including Microsoft Office
High levels of attention to detail
The ability to communicate with a wide range of professionals
Enjoy working flexibly within a busy team
An inquiring mind to follow-up inconsistencies and gaps in records
Capable of understanding and working within processes and protocols
guidelines
Main duties of the job
Child Health plays an important role in these programmes by providing a
population register, recording outcomes, scheduling immunisations and providing
failsafe functions. Sometimes this work involves routine processing of files
but you will always need to be alert to inconsistencies and gaps in records. As
a Clerical Officer your responsibilities will include:
Processing Birth Notifications
Recording screening results from New born Blood Spot and New Born
Hearing programmes
Processing Child Death Notifications
Recording childhood immunisations and supporting immunisation scheduling
Input outcomes of the Healthy Child Programme
Ensuring population is accurate with children movements in and out and
address changes
Liaising with other professionals, for instance GPs, Maternity, Health
Visitor providers and other Child Health departments
About us
We are an acute trust caring for over half a million people in Wakefield and Kirklees. Our 10,000 staff work in patients homes, the community, and our three hospitals in Pontefract, Dewsbury, and Pinderfields (Wakefield). We prioritise our people and values so we can deliver the best possible care to patients. Our team is friendly, passionate, and innovative, always seeking better ways to work.
We support work-life balance and foster a diverse, inclusive environment where everyone belongs. Our staff networks offer safe spaces to share ideas and concerns so we can increase awareness and appreciation of equality, diversity, and inclusion. We welcome applicants from all backgrounds and especially encourage members of the LGBTQ+ community, ethnic minority groups, and people with disabilities or neurodivergence to apply, as they are currently underrepresented in the Trust.
If you value caring, high standards, improvement, and respect, join the MY team to make a difference every day.
Application guidance: We understand that more applicants are using AI technology to help with their applications. While these tools can be useful, they cannot fully capture your skills, knowledge, and experience. Its important that you personalise your application. Relying solely on AI is not recommended, as it may reduce your chances of success. Our screening process is thorough, so if you have used AI, please make sure to disclose this on your application form.
Job description
Job responsibilities
Deal with Telephone enquiries in a professional and courteous manner,
taking and forwarding messages accordingly.
To request, cancel and arrange
appointments for the Community Paediatric Team, when required.
Provide reception cover at PGI
for community paediatric clinics, when required.
Enter any outstanding immunisations on behalf of GPs, School Nursing,
and other health professionals.
Merge of duplicate records in accordance with the Trust policy
Record and Scan consent for immunisations onto SystmOne
Request notes from other
authorities as required by Medical and Nursing Staff. Ensure child details or
input on SystmOne prior to referring to the 0-19 Service, Children in Care,
Childrens Community Nursing etc, amend demographics, schools, and GP information
for each individual child.
Assist with
the typing of medical correspondence using the relevant Bighand dictation
system to a high and accurate standard. This may include clinic letters,
medico-legal reports, and other administrative work.
Transfer records to other
authorities as notified by the 0-19 Service, ensuring that clinical staff have
done a full review prior to sending to the new are of residence.
Using National Directory to find
appropriate CHRD and request notes.
Receive school registers for all schools within the Wakefield area and
enter school information for each child onto SystmOne.
Alert 0-19 Service of any missing children and ensure that the child is
added to the missing child list held separately.
Register all births onto SystmOne ensuring all birth details are present
prior to referring to the Health Visiting Team
Liaise with the Maternity service where any errors on a birth notification
are identified.
Inform GPs/Health Visiting of any expectant Hep B positive mothers,
including the expected date of delivery.
Job description
Job responsibilities
Deal with Telephone enquiries in a professional and courteous manner,
taking and forwarding messages accordingly.
To request, cancel and arrange
appointments for the Community Paediatric Team, when required.
Provide reception cover at PGI
for community paediatric clinics, when required.
Enter any outstanding immunisations on behalf of GPs, School Nursing,
and other health professionals.
Merge of duplicate records in accordance with the Trust policy
Record and Scan consent for immunisations onto SystmOne
Request notes from other
authorities as required by Medical and Nursing Staff. Ensure child details or
input on SystmOne prior to referring to the 0-19 Service, Children in Care,
Childrens Community Nursing etc, amend demographics, schools, and GP information
for each individual child.
Assist with
the typing of medical correspondence using the relevant Bighand dictation
system to a high and accurate standard. This may include clinic letters,
medico-legal reports, and other administrative work.
Transfer records to other
authorities as notified by the 0-19 Service, ensuring that clinical staff have
done a full review prior to sending to the new are of residence.
Using National Directory to find
appropriate CHRD and request notes.
Receive school registers for all schools within the Wakefield area and
enter school information for each child onto SystmOne.
Alert 0-19 Service of any missing children and ensure that the child is
added to the missing child list held separately.
Register all births onto SystmOne ensuring all birth details are present
prior to referring to the Health Visiting Team
Liaise with the Maternity service where any errors on a birth notification
are identified.
Inform GPs/Health Visiting of any expectant Hep B positive mothers,
including the expected date of delivery.
Person Specification
Knowledge & Awareness
Essential
- Understanding of current challenges facing the NHS locally and nationally
- Knowledge of the Data Protection Act and awareness of confidentiality.
- Awareness of own limitations.
Desirable
- Awareness of Health & Safety issues
- Awareness of Moving & Handling issues.
Personal Attributes
Essential
- Confidence in own abilities
- Ability to establish effective working relationships.
- Strong attention to detail and accuracy
- Self-motivated
- Excellent communication skills
- Team worker
- Flexible approach to working arrangements.
- Analytical skills
- Aptitude for problem solving.
- Polite and friendly manner
Qualifications
Essential
- Good general education to include CSE or GCSE in English Language and Maths or equivalent/experience.
- RSA Level 2 Audio typing/word processing or equivalent qualification or experience
Desirable
- NVQ Level 2 qualification in related subject
- IT skills qualifications; CLAIT or ECDL computer course
Skills and Abilities
Essential
- Excellent organisational skills
- Computer Skills
- Able to work under pressure & to strict deadlines.
- Able to work effectively across departmental boundaries.
- Demonstrate effective written, verbal and telephone communication skills with team/clients/relatives, using tact when required.
- Demonstrate knowledge of dealing with public/conflict
- Demonstrate a caring manner with an understanding disposition.
- High standard of accuracy
- Flexibility and able to adapt to change.
- Computer literate experience of using all Microsoft packages
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
- Use of SystmOne
- Admin/Secretarial Experience
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
Person Specification
Knowledge & Awareness
Essential
- Understanding of current challenges facing the NHS locally and nationally
- Knowledge of the Data Protection Act and awareness of confidentiality.
- Awareness of own limitations.
Desirable
- Awareness of Health & Safety issues
- Awareness of Moving & Handling issues.
Personal Attributes
Essential
- Confidence in own abilities
- Ability to establish effective working relationships.
- Strong attention to detail and accuracy
- Self-motivated
- Excellent communication skills
- Team worker
- Flexible approach to working arrangements.
- Analytical skills
- Aptitude for problem solving.
- Polite and friendly manner
Qualifications
Essential
- Good general education to include CSE or GCSE in English Language and Maths or equivalent/experience.
- RSA Level 2 Audio typing/word processing or equivalent qualification or experience
Desirable
- NVQ Level 2 qualification in related subject
- IT skills qualifications; CLAIT or ECDL computer course
Skills and Abilities
Essential
- Excellent organisational skills
- Computer Skills
- Able to work under pressure & to strict deadlines.
- Able to work effectively across departmental boundaries.
- Demonstrate effective written, verbal and telephone communication skills with team/clients/relatives, using tact when required.
- Demonstrate knowledge of dealing with public/conflict
- Demonstrate a caring manner with an understanding disposition.
- High standard of accuracy
- Flexibility and able to adapt to change.
- Computer literate experience of using all Microsoft packages
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
- Use of SystmOne
- Admin/Secretarial Experience
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
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).
