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Clerical Assistant
The closing date is 02 July 2025
An exciting opportunity has arisen for an enthusiastic and well motivated individual to join our friendly and dedicated team.
As a Clerical Assistant you will be responsible for contributing to an efficient and effective admin service within the busy Clinical Health Psychology Department based at Stratford Healthcare, Stratford upon Avon. Previous NHS experience is essential.
You will need excellent communication skills, with a patient centred approach, good organisational skills and the ability to use your own initiative. Previous office/administrative experience, knowledge of databases and Microsoft office including Outlook is necessary.
Your duties will include data entry, taking telephone calls, making appointments, filing, typing standard letters and photocopying.
Please be aware that the advert may close early.
Main duties of the job
To provide general administration and clerical support to assist the Clinical Health Psychology Department to maintain an efficient and effective work flow.
About us
Come and join a Trust rated Outstanding by the CQC. South Warwickshire University NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further. In addition our staff survey results have placed us 4th in the country for recommended place to work.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.Our values can be summed up in one sentence. We are 'Trusted to provide safe, inclusive, effective and compassionate care'. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn't matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Job responsibilities
Main Duties
Check psychology general email address and retrieve referrals as necessary and answer any non-complex queries. To answer internal and external telephone calls, recording and relaying accurate messages as appropriate, dealing with less complex queries and to make telephone calls as necessary. Retrieve any messages left and deal with appropriately.
Assist in maintaining and updating the waiting lists for the Department of Clinical Health Psychology in accordance with current guidelines.
Making appointments for new and existing patients using Microsoft Outlook and maintaining a record of appointments, dealing with all changes.
Compiling patient files in a timely manner.
Maintain patient record filing systems, ensuring all records are accurately and appropriately archived. Retrieve patient records from filing as required.
Provide general administrative duties such as typing a range of standard letters, sending out patient letters and questionnaires, scanning of documents.
Inputting new patient referrals onto the departmental database PG
Disseminating incoming post appropriately and action where possible. Outgoing post, ensuring priorities are maintained.
Greet patients/staff members who come to reception with a welcoming helpful attitude.
Photocopying, faxing and any other clerical duties as necessary.
The applicant will be required to manage their own workload to ensure that the most urgent issues are dealt with promptly.
To provide short-term cover for colleagues during periods of leave.
The post holder may be required to undertake some moderate lifting and handling.
This job description is not exhaustive and may be amended in consultation with the post holder. It should be reviewed whenever major changes have been agreed to the post and should be reviewed as part of the annual appraisal process to ensure it remains an accurate reflection of the duties and responsibilities undertaken by the post holder.
During the course of your employment you may have access to, see or hear information of a confidential nature and you are required not to disclose such information, particularly relating to patients or staff. All persons identifiable information must be held in the strictest confidence and should be disclosed only to authorised people in accordance with NHS Confidentiality Guidelines and the Data Protection Act 1998 unless explicit written consent has been given by the person identified, or where information sharing protocols exist.
Person Specification
Qualifications
* NVQ2 in relevant administrative field or equivalent experience
* The ability to manage an alphabetical filing system
Experience
* Experience of working in the NHS
* Previous significant office experience
* Experience of managing own workload
Skills
* Excellent communications skills.
* Good telephone manner
* Able to prioritise tasks.
* Demonstrates potential to be able to work under pressure
* Demonstrate understanding of patient confidentiality.
* Working knowledge of Microsoft Office including Outlook and Excel and excellent keyboard skills
* Working knowledge of using databases and NHS systems
Personal Qualities
* The ability to work alone and manage own workload
* Able to interact with a variety of staff
* Able to maintain confidentiality
* Flexible and adaptable
* Ability to use initiative
* Understanding of own limitations
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.
South Warwickshire University NHS Foundation Trust
Address
South Warwickshire University NHS Foundation Trust
South Warwickshire University NHS Foundation Trust
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