Job description
Band 3 Higher Clerical Officer required on a temporary basis based in Ballymena
Location: Share to Care, Braid Valley Hospital Ballymena
Hours: 25 hours a week, Mon-Fri 9AM-2PM
Sick leave cover - min 12 weeks
£ per hour
Job Summary
The post holder will be responsible for providing secretarial support to professional staff and assisting with the day to day management of the office to ensure a smooth running, high quality of service
Main duties/Responsibilities:
·Responsible for ensuring that all new referrals received are registered appropriately and accurately
·Monitor waiting list to ensure patients do not breach the agreed waiting time
·Ensure that the partial booking procedure is adhered to in a consistent Manner
·To ensure that when adding patients to the waiting list that all referral details are correct as this reflects the outpatient waiting times
·To make appointments appropriately, ensuring patients with the same clinical priority are seen in chronological order, to issue appointment letters
·Ensuring that clinic capacity is utilised, taking action in partnership with the admin manager
·To liaise with professionals/GP's/other specialists when making appointments
·Ensure review appointments are made as per clinical specification
·Ensure that clinics are attended on system in a timely manner
·Booking of interpreters when required
·Booking of appointments in conjunction with consultant appointments
·Provide clinic lists in advance and ensure client files are prepared prior to their clinic appointment
·Ensure all mail is distributed and re-directed as appropriate
·Maintain records both manual and computerised in an accurate and timely way in accordance with local policy and procedure
·Maintain adequate supplies of stock and stationary as required.
·Typing of reports, letters of which will contain medical/clinical terminology etc ensuring confidentiality is maintained at all times
·Maintain standards of confidentiality regarding all information held in respect of service users and professional staff
·Ensure that standards are maintained at all times in accordance with Freedom of Information and Data Protection Act
·Ensure all office duties carried out in accordance with local policies and procedures, filing, photocopying, scanning and data entry
·Competent in the use of Microsoft office Products and other software packages/operating systems
·To meet as part of an administrative team regularly
·To participate in the training and or mentor of new staff on work procedures during induction and on-going work until they are fully competent
·Deal with day to day queries as appropriate
·Provide cover for staff during periods of sick leave/annual leave and be flexible in meeting the needs of the service
·Such other duties as appropriate
Essential Criteria:
1. 4 GCSEs to include English (Grade A*- C) or equivalent AND 1 year's clerical/secretarial experience in an office environment
2. or
3. 2 years' clerical/secretarial experience in an office environment to include the use of the Microsoft Office suite of packages AND GCSE English Grade A*-C or equivalent
OCR Text Processing (Business Professionals) Level 2 Award
or
RSA Stage II Typing/Word Processing (both parts) or equivalent.
Holders of RSA/OCR examinations after September 1986 must have passed both Parts. Part qualifications are not acceptable. This must be clearly identified on application form.
OR
One year experience in the use of ICT. This should include the use of word-processing, spreadsheets and e mail.