Job summary
If you have experience of outpatient processes/Lorenzo and have a desire to provide the best patient experience possible, we have an exciting opportunity to work in Dermatology as one of our Senior Clerical Officers.
You will lead a small outpatients team to provide an efficient admin service to patients and clinicians (both reception and back office duties).
You will have responsibility for the organisation and distribution of the daily workload and provide clerical support to the clerical officers working in the Dermatology Department at the Royal Hallamshire Hospital.
The purpose of this role is to oversee the administration processes of the Dermatology reception team ensuring designated outpatient/day-case administrative tasks are managed efficiently and effectively in line with both national and local standards.
The successful applicant will be an efficient and organised individual who is able to use their initiative to prioritise their workload, a team player with excellent communication / interpersonal skills and the ability to liaise with staff at all levels.
Main duties of the job
Duties and responsibilities are those of a Band 2 Clerical Officer (see attached job description and person specification) plus the Band 3 responsibilities below:
To ensure all new starters receive the appropriate local induction.
To be responsible for the training of all new starters, devising a suitable training plan and monitoring progress against this.
Training of other staff with ad-hoc and/or ongoing development needs, and where standard operating procedures are changed.
To be point of contact for ad-hoc queries from the outpatients team Clerical Officers.
Produce the weekly rota for the outpatients team to allocate workload.
Have oversight of the outpatient team's workload and attend the weekly checklist call to report on progress against missing outcomes, prepping, paper referrals, processing of ward attenders/light therapy/helpline calls, and wigs mailbox.
Delegate tasks accordingly ensuring all A&C time is used efficiently and to benefit the running of the service, amending rotas where necessary.
Directly support the Clerical Officers during periods of increased pressure, reduced staffing and unplanned leave ensuring any long-term capacity issues are escalated to the A&C Supervisor.
Undertake team appraisals, sickness reviews, manage annual leave requests.
To contribute to the development of new local standard operating procedures in conjunction with management, medical, nursing, and clerical teams.
Provide MDT support/cover during times of absence.
About us
You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.
We take pride in our staff and we value their contribution to the team. We support training and development opportunities and we have many policies and benefits to support you in balancing your personal and professional life.
Job description
Job responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
When completing your application please ensure that you clearly demonstrate how you meet the role criteria.
Job description
Job responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
When completing your application please ensure that you clearly demonstrate how you meet the role criteria.
Person Specification
Qualifications
Essential
- GCSE grade C/4 or above (or equivalent) in Maths and English
- NVQ administration Level 3 or be able to demonstrate the equivalent level of knowledge and experience in Admin
Desirable
- Training in the use of relevant information systems and IT packages to ECDL level or equivalent qualification
Experience
Essential
- Experience in an outpatient setting
- Experience of providing administrative support to a multidisciplinary team.
- Experience of training staff
- Experience of using an electronic patient record such as Lorenzo, Patient Centre or Infoflex.
- Experience of managing multiple tasks
Desirable
- Experience of service improvement/developing standard operating procedures
Further Training
Essential
- Knowledge of Trust policies including Access Policy and 18-week RTT policy
- Conversant in use of all Microsoft Office packages particularly Word & Excel
Skills
Essential
- Excellent organisational skills
- Effective verbal and written communication skills
- Ability to prioritise own workload effectively
- Ability to organise others and prioritise workload for a team
- Excellent IT / Keyboard Skills
Other Factors
Essential
- Ability to use initiative and work to tight deadlines
- Excellent understanding of patient confidentiality
- Commitment to patient centred services
- Commitment to equal opportunities
- Self-motivated
- A team player who is comfortable working alone for extended periods of time
- Efficient and effective approach to working practices incorporating Trust PROUD values
Person Specification
Qualifications
Essential
- GCSE grade C/4 or above (or equivalent) in Maths and English
- NVQ administration Level 3 or be able to demonstrate the equivalent level of knowledge and experience in Admin
Desirable
- Training in the use of relevant information systems and IT packages to ECDL level or equivalent qualification
Experience
Essential
- Experience in an outpatient setting
- Experience of providing administrative support to a multidisciplinary team.
- Experience of training staff
- Experience of using an electronic patient record such as Lorenzo, Patient Centre or Infoflex.
- Experience of managing multiple tasks
Desirable
- Experience of service improvement/developing standard operating procedures
Further Training
Essential
- Knowledge of Trust policies including Access Policy and 18-week RTT policy
- Conversant in use of all Microsoft Office packages particularly Word & Excel
Skills
Essential
- Excellent organisational skills
- Effective verbal and written communication skills
- Ability to prioritise own workload effectively
- Ability to organise others and prioritise workload for a team
- Excellent IT / Keyboard Skills
Other Factors
Essential
- Ability to use initiative and work to tight deadlines
- Excellent understanding of patient confidentiality
- Commitment to patient centred services
- Commitment to equal opportunities
- Self-motivated
- A team player who is comfortable working alone for extended periods of time
- Efficient and effective approach to working practices incorporating Trust PROUD values
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
