Job Summary
The Administrative & Clerical Officer will provide comprehensive administrative support across a range of Trust services. Working as an integral team member, they will manage their workload, meet deadlines, and respond to patient and staff queries with professionalism and empathy. They may also act as a first point of contact for patients, requiring strong communication skills and a compassionate approach.
The post holder will liaise closely with clinical and administrative colleagues across departments to ensure a patient-focused, adaptable, and cohesive service is delivered.
Key Responsibilities & Duties
* Input and extract patient data using electronic systems (e.g., Epic, PAS, Patient Centre).
* Manage appointment and admission bookings, adhering to clinical priorities and Integrated Elective Access Protocols (IEAP).
* Word processing and document production.
* Scan, upload, and manage digital documentation and records.
* Perform patient information checks and audit support.
* Action work queues and ensure data accuracy.
* Assist with induction and training of new staff in the area.
* Maintain both manual and electronic filing systems.
* Cover reception duties as needed.
* Handle enquiries and provide advice within established protocols.
* Prioritise workload, manage diaries, and handle correspondence efficiently.
* Communicate effectively with patients, clinicians, GP practices, and admin teams.
* Allocate work and supervise junior staff when necessary.
* Prepare reports/statistics (e.g. waiting times).
* Organise and take minutes for meetings.
* Undertake general office tasks (e.g. photocopying, scanning, sorting mail).
* Participate in continuous improvement and implement new systems as directed.
* Adhere to all Trust policies and mandatory training requirements.
* Support eHealth initiatives by developing IT skills relevant to the role.
General Requirements
* Adhere to equality, health & safety, infection control, and environmental policies.
* Maintain high standards in record keeping in accordance with GDPR and Freedom of Information regulations.
* Engage in personal development and ongoing training relevant to the role.
* Represent the Trust positively in all professional interactions.
Person Specification
Essential Criteria
Qualifications & Experience
* One of the following:
* 4 GCSEs A–C (including English Language) + 1 year admin/clerical experience
* OR NVQ Level 2 in Administration + 1 year admin/clerical experience
* OR 2 years admin/clerical experience
* 1 year’s word processing experience.
* Competency in Microsoft Word, Excel, and Outlook.
Skills & Abilities
* Ability to work effectively in a team.
* Initiative and decision-making skills.
* Strong organisational and time-management skills.
* Effective and empathetic communication skills.
* Adaptability in a dynamic work environment.
* Accuracy and attention to detail.
* Proficiency in diary and file management systems.
Knowledge:
* Awareness of the Data Protection Act and confidentiality requirements.
Desirable Criteria (used if shortlisting is required due to high applicant volume)
* Experience with electronic databases (e.g., patient administration systems like Epic or similar).
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