About this role
Full time (37.5 hours) 12‑month clerical officer position in the Urology Administration team at Leeds Teaching Hospitals.
Responsibilities
* Be fully conversant with and adhere to standard operating procedures, policies and agreed departmental procedures.
* Promptly process patient and/or other correspondence, documentation, letters, reports etc.
* Provide full clerical support to the Department including organising, sorting and filing documents and papers; dealing with incoming and outgoing paper and electronic post as required; photocopying, faxing and distributing information by post or email; typing letters and other documents.
* Greet patients and visitors to the department, providing an efficient and courteous service, and refer queries or concerns regarding patients and other visitors to appropriate senior staff.
* Plan and book appointments in priority order in accordance with departmental policy in a timely and efficient manner, and arrange transport/interpreting services where appropriate.
* Check/enter patient and/or other details on the Patient Administration and other Systems.
* Request and retrieve relevant information from the appropriate administration system (electronic or paper) as necessary, including patient case notes.
* Prepare documentation for processing, including inputting, photocopying or scanning.
* Check documentation is complete and available when needed in relevant clinic or ward (e.g., case notes, test results and X‑Rays). Report and respond to any system faults and errors. Maintain and update patient/departmental databases, ensuring patient and other information is accurately recorded, prioritising within departmental guidelines and escalating unresolved situations/issues to appropriate line manager. Deal with telephone and in‑person queries from patients and relatives, Trust staff and external agencies politely and helpfully, observing the need for discretion and courtesy. Return follow‑up calls as necessary. Follow departmental/Trust disposal and destruction procedures of confidential documentation in line with the Data Protection Act and Confidentiality. Collect and deliver patient or other documentation/reports around Trust when required. Provide suitable cover for other clerical staff in cases of absences, as delegated by line manager.
* Assist in maintaining high standards of care, including: maintain a safe working environment, reporting incidents, accidents, complaints; understand the need to respect patient confidentiality; participate in in‑service training; participate in mandatory training annually; participate in annual performance appraisal; visit and/or work at other designated Trust sites as required to ensure continuity of service/patient care.
* Perform general office work and any other duties assigned by the Supervisor/Team Leader or Manager, which may include: monitor and maintain appropriate/agreed levels of stock and non‑stock items, including stationery and office supplies; maintain diaries for senior staff.
Values and Expectations
Our five values are Patient‑centred, Collaborative, Fair, Accountable, Empowered. All actions and endeavours are guided and evaluated through these values. The jobholder will place a high value on the quality of service by ensuring that all documentation is received, checked and processed appropriately in line with departmental procedures; respect the contribution of all team members and the importance of working together to ensure a high standard of patient care; recognise the importance of Data Protection and confidentiality; be aware of what information can be disclosed to staff, patients and other agencies; act with integrity, openness and honesty; and be able to work across both Trust main sites.
Requirements
* Highly motivated individual
* Able to work on own initiative
* Team player
* Able to effectively communicate with patients and other members of the team, competent with the use of IT equipment - typing
* Maintain high quality documentation
* Knowledge of IT – able to use IT systems, or be willing to learn
* Excellent customer care skills, willing to undergo additional training
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.
Working Conditions
Potential for extreme temperatures/dusty conditions in some filing/storage facilities. May encounter verbal aggression from patients or relatives. May be required to sit at a VDU for long periods.
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