The Clerical Officer will be responsible for providing a high quality clerical service to facilitate the effective delivery of the department's administration function. This will include assistance with outpatient and day case reception duties, the recording of outpatient appointments and the collection and preparation of case notes for all visits. The post holder will work closely with other administrators, medical secretaries and the clinical teams to ensure all systems are managed effectively according to Trust procedure.
Job responsibilities
* General reception duties including greeting patients, booking patients into clinics, and booking appointments.
* Clinic preparation for outpatient and day case clinics, ensuring preparation forms and blood forms are completed and attached to clinic notes appropriately and tracked to the appropriate department.
* Collect case notes from various locations around the hospital.
* Add to waiting lists for day case investigations based on booking form instructions.
* Provide clerical support to the secretarial team.
* Telephone patients to remind them of their clinic appointments.
* Adhere to all written instructions on clinic proformas pertaining to scheduling and booking of appointments.
* Manage booking of bone density scans ensuring diagnostic waiting targets are not breached.
* Liaise with nursing staff to ensure accurate scheduling of day case procedures.
* Ensure appropriate specific information is sent out to patients prior to procedures.
* Scan relevant paperwork into patient case notes appropriately.
* Collate and disseminate all incoming and outgoing correspondence appropriately.
* Work with managers and administrative staff to review working practices, identify new improved ways of working, find solutions to problems and improve quality and range of services.
* Undertake general clerical tasks as delegated by the Medical Secretaries, contributing to the smooth running of the service.
Qualifications
* Five GCSEs at grade C or above, or equivalent
* Evidence of further development
* European Computer Driving Licence or equivalent
* NVQ Level 2 or equivalent
Experience
* 12 months’ experience in a patient/customer facing role
* Experience of dealing with patients/customers over the telephone
* Previous administrative and clerical experience in an NHS hospital environment
* Experience/knowledge of hospital patient administrative systems
Skills
* Ability to prioritise workload
* Attention to detail and accuracy
* Other skills that would enable the post holder to perform more effectively in the role
Knowledge
* Other skills that would enable the post holder to perform more effectively in the role
* Knowledge of administrative processes
* Knowledge of Microsoft Office
* Basic knowledge of medical terminology
Values
* Ability to work under pressure
* Ability to use initiative
* Ability to work as an effective team member
* Ability to demonstrate the organisational values and behaviours
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 to be made for Disclosure to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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