Clinical Support Officer

Job description

Job responsibilities

To sort incoming mail and prepare outgoing mail for posting

Make appointments and, give non-clinical advice as directed, taking necessary action for the call to be handled as quickly and efficiently as possible.

Support the efficient organisation of home visits, arranging appointments and ensuring clinical notes are ready, to ensure the smooth and effective provision of patient services.

Liaise regularly with secondary care staff, laboratories and GP surgeries to obtain patient test results and where necessary receive and maintain database of pathology lab reports ensuring they are correctly assigned to patients and chase up any outstanding reports not received

Maintain an up to date filing and archive filing system, disposing of archived patient records according to Trust Policy.

Receive and handle information regarding referrals to the service and deal with them within Trust or departmental timescales

Transmit electronic mail, photocopy documents and circulate information within Trust or departmental timescales

Enter data onto necessary databases according to service requirements.

Use database/spread sheets to collect and formulate data on a weekly, monthly, quarterly and annual basis.

Order and maintain adequate levels of stationery and supplies, using CARDEA where possible

Maintain electronic diaries, co-ordinate meetings and book venues.

Maintain and update patient caseload on a daily basis, ensuring visits, discharges, and patient information is accurately recorded.

Where necessary, support the monitoring of service targets/performance standards and alert the Manager to possible breaches.

Arrange venues for meetings, prepare agendas, compile and issue papers, attend meetings, take and transcribe minutes within agreed timetables. Organise travel and hotel booking where necessary.

Provide an efficient bring forward system and retrieval of previous related correspondence.

Organise education and training events which will include the preparation of teaching aids and materials using appropriate software package

Supervise work experience students and apprentices requiring experience of office work.

The post holder may be required to undertake the role of Information Asset Administrator or Information Asset Owner to provide support for the control and administration of information assets within their area/department (details available on the Health Informatics web page) The post holder may be required to undertake the role of Registration Authority Agent/Sponsor which includes supporting the NHS Care Records Service applications using smartcards and appropriate access files

Person Specification

Experience

Essential

• Experience of an administrative role providing general provision of administrative duties in a challenging and constantly changing environment
• Demonstrate Experience of using Microsoft Word
• Experience in setting up and maintaining office filing systems
• Experience in planning and organising meetings and taking notes
• Experience of providing administrative support to a team
• To commit to delivering the actions in the Trusts Behaviours Framework
• Working together for patients
• Respect and Dignity
• Commitment to quality of care
• Compassion
• Improving lives
• Everyone counts.

Desirable

• Experience of working within an NHS Environment

Qualifications

Essential

• Good standard of general education minimum of 3 GSCEs or equivalent at Grade C or above including English
• NVQ Level 3 in Business Administration (or working towards)or equivalent knowledge/ experience

Special Skills and Knowledge

Essential

• Committed to quality customer
• care/delivering excellent customer service.
• Ability to communicate accurately verbally and in writing with a wide range of people.
• Effective interpersonal skills
• Able to use own initiative to resolve routine queries, in line with departmental
• procedures.
• Able to work with minimal supervision following set procedures.
• IT skills
• Knowledge of computer packages, e.g. Word, Excel, Outlook and PowerPoint
• Ability to analyse and present data using Excel and Access packages
• Ability to use email and maintain and update paper and electronic diaries
• Knowledge of Data Protection and Caldicott Principles and understanding of the need to maintain strict confidentiality
• Ability to use discretion and maintain confidentiality
• Ability to prioritise workload. Able to work to deadlines.
• Flexible approach to work and adaptable to change.
• Ability to work as a member of a tea
• Knowledge of Data Protection and Caldicott Principles and understanding the requirement to maintain confidentiality
• Ability to use discretion and maintain confidentiality.
• Knowledge of NHS Practices/Procedures
• Clinical/Service knowledge
• Knowledge of systmone

Special Requirements

Essential

• Ability to travel independently across the
• County to fulfil the requirements of the post.
• Present a professional image at all times

Employer details

Employer name

County Durham & Darlington NHS Foundation Trust

Address

Chester Le Street Community Hospital

Front Street

Chester Le Street

County Durham

DH3 3AT

Employer's website

https://www.cddft.nhs.uk/ (Opens in a new tab)