Anexciting opportunity has arisen for a Clerical Officer to join the DiagnosticAdministration team, supporting the Clinical Physiology Service at LeedsTeaching Hospitals NHS Trust. The role is full time Monday-Friday and based between two sites, Cardiac Investigations Unit at Leeds General Infirmary and Cardio-Respiratory Unit at St Jamess University Hospital.
In this dynamic clinical environment, you will handle a range of administrativeduties, collaborating closely with the existing admin team and departmentalclinical team to schedule patient appointments, answer appointment queriesand ensure patient access targets are consistently achieved.
Theideal candidate will demonstrate exceptional organisational skills, theability to work independently and as part of a team, and strong communicationskills. You will regularly liaise with patients, clinical staff, andadministration colleagues both within the department and across the widerorganisation.
Whileprevious administration experience is desirable, it is not essential. Therole will involve working between both LGI and SJUH sites, offering a variedand engaging work environment..
This post is 30 hours per week part time role for 12 months to cover maternity.
Main duties of the job
Asa Clerical Officer supporting the Cardio-Respiratory diagnostic service, youwill play a vital role in delivering smooth administrative support andexcellent patient centred care. Acting as the friendly first point of contactfor patients, carers, and visitors, you will greet and assist everyone whocomes into the department with professionalism and warmth.
Yourdaily duties will include reception responsibilities, answering telephoneenquiries, making appointments and passing messages to the clinical team. Youwill book cardiac and respiratory diagnostic investigation appointmentsfollowing designated templates, ensuring all bookings are made efficientlyand in line with clinical priorities and departmental policies. You will workclosely with a dedicated team of administrative Clerical Officers and AdminCoordinators, supported by Band 4 Assistant Patient Service Coordinators, andoverseen by a Band 5 Patient Service Coordinator.
Thisrole requires excellent communication and organisational skills, with theability to work both independently and as part of a team, helping to maintain a positive and efficient service environment.
About us
LeedsTeaching Hospitals NHS Trust is one of the largest acute health providers inthe UK and based in one of the fastest growing and vibrant cities in thenorth.
AtCardio-Respiratory CSU, we aim to be a fair and supportive CSU with positive,caring teams who are champions of the Leeds Way values. Our values are partof what make us different from other trusts, so we see this as a strength, aswell as a responsibility. They have been developed by our staff and set outwhat they see as important to how we work.Our five values are:
Accountable
Empowered
LeedsTeaching Hospitals is committed to our process of redeploying 'at risk'members of our existing workforce to new roles. As such, all our job advertsare subject to this policy and we reserve the right to close, delay or removeadverts while this process is completed. If you do experience a delay in theshortlisting stage of the recruitment cycle, please bear with us while thisprocess is completed, and contact the named contact if you have anyquestions.
Job responsibilities
PRINCIPALDUTIES & AREAS OF RESPONSIBILITY
To be fully conversant with andadhere to standard operating procedures, policies and agreed departmentalprocedures.
To promptly process patient and/orother correspondence, documentation, letters, reports etc.
To provide a full clerical supportservice to the Department including organising, sorting and filing documentsand papers; dealing with incoming and outgoing paper and electronic post asrequired; photocopying, faxing and distributing information by post or email;typing letters and other documents.
To greet patients and visitors tothe department, providing an efficient and courteous service, referringqueries or concerns regarding patients and other visitors to the departmentto appropriate senior staff.
To plan and book appointments inpriority order in accordance with departmental policy in a timely andefficient manner and arrange transport/interpreting services whereappropriate.
Check/enter patient and /or otherdetails on the Patient Administration and other Systems.
To request and retrieve relevantinformation from the appropriate administration system (electronic or papersystems) as necessary including patient case notes.
Prepare documentation forprocessing, including inputting, photocopying or scanning.
Check documentation is complete andavailable when needed in relevant clinic.
Report and respond to any systemfaults and errors.
Maintain and updatepatient/departmental databases, ensuring patient and other information isaccurately recorded, prioritising within departmental guidelines andescalating unresolved situations/issues to appropriate line manager.
To deal with telephone andin-person queries from patients and relatives, Trust staff and externalagencies in a polite and helpful manner, observing the need for discretionand courtesy. Taking responsibility for returning any follow up calls asnecessary.
Follow Departmental/Trust disposaland destruction procedures of confidential documentation, in line with DataProtection Act and Confidentiality.
Collect and deliver patient orother documentation/reports around Trust when required.
Provide suitable cover for otherclerical staff in cases of absences, as delegated by line manager.
Assisting to maintain highstandards of care, including:
* Maintain a safe workingenvironment, reporting incidents, accidents, complaints
* Understand the need to maintain andrespect patient confidentiality
* Participate in in-service training
* Participate in mandatory trainingannually
* Participate in annual performanceappraisal
Visit and/or work at otherdesignated Trust sites as required ensuring continuity of service/patientcare.
General office work and any otherduties assigned by the Supervisor/Team Leader or Manager, which may include:
* Monitor and maintain appropriate/agreed levels of stock and non-stock items, including stationeryand office supplies
Person Specification
Experience
* Competent IT Skills
* Previous experience working in office environment
* Previous experience working in a hospital environment
* Working knowledge of patient related databases
Skills & behaviours
* Good interpersonal skills
* Effectively communicate with patients and team members
* Reliable and trustworthy
* Able to work as part of a multidisciplinary team
Qualifications
* Basic literacy and numeracy with education to GCSE grade C, or equivalent.
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.
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