Clinic Prep & Reception Clerk - Outpatients, Leigh
The closing date is 13 November 2025
The Healthcare Operations Department are looking to recruit a temporary Clinic Prep Clerk for 37.5hrs per week within the Prep Team based at Leigh Infirmary; however, you may be required to work on other sites if cover is needed. The service operates Monday to Friday between 7.30am and 6pm and Saturdays between 8.30am and 3pm. You would be expected to be able to work flexible covering these hours.
You must be a motivated, enthusiastic individual who possess excellent interpersonal and communication skills with an ability to work effectively within a team. You must also have knowledge of general office systems and protocols in a customer related environment.
NHS Employees should ideally secure their manager's agreement for a secondment arrangement ideally prior to applying, as this will be a condition of any offer made. This vacancy is advertised on a fixed term basis as it has been established to support an employee on secondment and will end in 10 months or when the substantive postholder returns. Whilst this post is advertised on an acting / secondment basis there is the potential that this post may become permanent in the future.
Applicants who have already received feedback that they are unsuitable for the position need not apply - unless they have taken steps to strengthen their application to demonstrate and evidence how you meet the essential criteria since that decision.
The post holder will provide full administrative support to the Outpatient Service Department, by the timely and accurate preparation of Outpatient clinics and reception of patients. It is important to ensure patients' needs are central to the delivery of the service, therefore it is important that you have first class customer service skills along with a professional telephone manner and compliance with all appropriate policies and procedures.
Must be educated to GCSE level or equivalent / relevant experience and demonstrate keyboard skills. It is necessary to be flexible and able to adapt quickly to change and altering work patterns. Will be covering various admin and clerical duties in line with service demands.
Shortlisting is based on the person specification, therefore, when completing your supporting statement, please refer to the person spec, demonstrating in your application how you match all points, providing examples of experience, understanding and transferable skills.
About us
Wrightington, Wigan and Leigh NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that 'happy staff, makes for happy patients'. We have a recognised track record in staff engagement and living our values. WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.
On-Call
Please note that senior positions (AFC band 8A or above) may be expected to participate in an on-call rota, if the role is predominantly operational.
Job responsibilities
* To ensure that all patients case-notes are prepared and available in advance of the clinic in accordance with procedure
* To receive patients at reception and ensure that all patient demographic details are updated both on HIS and in the case-notes.
* To book all patient follow-up appointments in accordance with clinic rules and deal with enquiries from the general public and other disciplines of staff regarding clinic bookings.
* To be responsible for the recording of all clinic outcomes and other information within agreed deadlines.
* To ensure case-notes are transported between areas in a secure and confidential manner in line with Caldicott guidance.
* To assist members of the medical and nursing staff with any queries during the course of the clinic.
* Deal with walk-in patients to clinic, ensuring that the patients case-notes are obtained and transported as quickly as possible.
* Provide outpatient clinic lists and booking summaries for consultants and nursing staff and produce patient labels as required.
* Action departmental post in a timely manner and ensure that all consultant correspondence is taken into clinic and returned to the appropriate person following clinic.
* Liaise with the Transport Department to ensure the deadlines for receipt and dispatch of case-notes is strictly adhered to.
* To provide cover when necessary.
* Receive and process telephone messages in accordance with instructions
* Utilise the Trusts IT resources appropriately and in adherence to policies and procedures
* Maintain accurate, timely and legible records
* Responsibility for all records (including patient health, financial, personal and administrative) that they gather or use as part of their work within the Trust. The records may be paper, electronic, microfiche, audio or videotapes, x-ray images.
* Demonstrate effective communication using the spoken word to influence outcomes
* Demonstrate awareness and sensitivity of patients with hearing difficulties and where patients language is not English
* To provide any other duties that may be required relevant to this grade.
Person Specification
Additional
* Must be able to work flexibly and where appropriate cover annual leave or sickness
* Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation.
Knowledge
* Knowledge of general office systems and protocols in a customer related environment
* Ability to follow guidelines and procedure
* Knowledge of IT systems and packages within the workplace
* Good understanding of customer care practices and procedures
Skills
* Able to demonstrate keyboard skills with attention to accuracy
* To demonstrate a good telephone manner
* Must work well as part of a team but also able to work on own initiative
* To demonstrate excellent communication skills with all disciplines of staff
* Good organisational skills
* To work efficiently to targets and deadlines and able to prioritise and manage workloads
* Ability to learn quickly and adapt to change in circumstances
Experience
* Experience of working in a busy, pressurised customer focused environment dealing with frequent interruptions
* Recent work experience with an administration / office setting
* Experience of using IT systems in the workplace
Qualifications
* Educated to GCSE or equivalent level or demonstrate equivalent experience
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.
Employer name
Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust
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