This position is no longer open for applications
Salary: GBP12.75 - GBP12.75 per hour
Rate of Pay: £12.75
Location: Ballymena
Hours: 37.5 hours per week
Duration: Temporary ongoing
Role: Band 3 Higher Clerical Officer
The post holder will be responsible for a range of duties including booking systems such as partial booking, day‑to‑day coordination of outpatient waiting list and clinics, ensuring adherence to agreed protocol in relation to appointment booking and call handling.
Responsibilities
* Ensuring that all new referrals received are registered appropriately and accurately.
* Monitoring waiting list work queues to ensure patients do not breach the agreed waiting time.
* Ensuring that the partial booking procedure is adhered to consistently.
* Ensuring that when adding patient information/documentation to the system/waiting list all referral details are correct as this reflects the outpatient waiting times.
* Making appointments appropriately, ensuring patients with the same clinical priority are seen in chronological order, monitoring work queues and issuing appointment letters as appropriate.
* Ensuring that clinic capacity is utilised, taking action in partnership with the admin and professional manager.
* Relaying with professionals/GP’s/other specialists when making appointments.
* Handling telephone calls in a courteous and pleasant manner, offering appointments in line with IEAP (Integrated Elective Access Protocol).
* Reviewing appointments made as per clinical specification.
* Ensuring that clinics are attended on system in a timely manner.
* Booking interpreters when required.
* Providing clinic lists in advance if required and ensuring all necessary information is added and available on the digital record prior to appointments.
* Making and receiving telephone calls and taking appropriate action.
* Ensuring all mail is distributed and re‑directed as appropriate.
* Maintaining records both manually and computerised accurately and in a timely way in accordance with local policy and procedure.
* Maintaining clinic schedules on Encompass as required and in a timely fashion.
* Maintaining adequate supplies of stock and stationery as required.
* Typing reports, letters containing medical/clinical terminology while maintaining confidentiality.
* Maintaining standards of confidentiality regarding all information held in respect of service users and professional staff.
* Ensuring compliance with Freedom of Information and Data Protection Act.
* Performing all office duties in accordance with local policies and procedures, e.g. filing, photocopying, scanning and data entry.
* Competent in the use of Microsoft Office products and other software packages/operating systems.
* Collaborating as part of an administrative team regularly.
* Participating in the training and mentoring of new staff on work procedures during induction and ongoing work until full competence.
* Handling day‑to‑day queries as appropriate.
* Providing cover for staff during periods of sick leave/annual leave and being flexible in meeting the service needs.
* Performing other duties as appropriate.
Qualifications
* 4 GCSEs to include English (Grade A*–C) or equivalent and 1 year’s clerical/secretarial experience in an office environment.
* OR
* GCSE English (Grade A*–C) or equivalent and 2 years’ clerical/secretarial experience in an office environment.
* PLUS – Must have one year’s working experience using Microsoft Word, Excel and Outlook in an office environment.
Additional Requirements
Successful candidates may need to apply for an Access NI Certificate with Staffline regardless if you already have a valid certificate.
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