Job responsibilities
JOB
DESCRIPTION AND PERSON SPECIFICATION
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1. JOB DETAILS
Job
Title: Clerical
Officer
Reports
to: Senior Sister
Band: Band 2
Unit/Department: Beeston Dialysis Unit
Location
: Leeds Teaching Hospitals NHS
Trust
AfC Job No: 2049
2. JOB PURPOSE/SUMMARY
This
role provides a high standard of clerical service and, where necessary,
reception duties to the department, adhering to departmental guidelines and
policies.
To
undertake a range of clerical and administrative duties which will include
receiving and checking documentation, reports and patient information,
processing appropriately within departmental guidelines, entering information
onto the appropriate IT system and retrieving information as and when
required.
The
post holder will work within the Renal team, working within standard
operating procedures, policies and agreed local procedures relevant to that
Department. The role may be patient facing or non-patient facing.
The
post-holder may be the first point of contact for patients and other visitors
to the Department.
3. ORGANISATIONAL CHART
4. PRINCIPAL DUTIES & AREAS OF
RESPONSIBILITY
To be fully conversant with and
adhere to standard operating procedures, policies and agreed departmental
procedures.
To promptly process patient and/or
other correspondence, documentation, letters, reports etc.
To provide a full clerical support
service to the Department including organising, sorting and filing documents
and papers; dealing with incoming and outgoing paper and electronic post as
required; photocopying, faxing and distributing information by post or email;
typing letters and other documents.
To greet patients and visitors to
the department, providing an efficient and courteous service, referring
queries or concerns regarding patients and other visitors to the department
to appropriate senior staff.
To plan and book appointments in
priority order in accordance with departmental policy in a timely and
efficient manner and arrange transport/interpreting services where
appropriate.
Check/enter patient and /or other
details on the Patient Administration and other Systems.
To request and retrieve relevant
information from the appropriate administration system (electronic or paper
systems) as necessary including patient case notes.
Prepare documentation for
processing, including inputting, photocopying or scanning.
Check documentation is complete and
available when needed in relevant clinic or ward eg casenotes, test results
and X-Rays etc.
Where necessary, to be responsible
for handling and/or banking cash and cheques. May be authorised signatory for
small cash/financial payments.
Report and respond to any system
faults and errors.
Maintain and update
patient/departmental databases, ensuring patient and other information is
accurately recorded, prioritising within departmental guidelines and
escalating unresolved situations/issues to appropriate line manager.
To deal with telephone and
in-person queries from patients and relatives, Trust staff and external
agencies in a polite and helpful manner, observing the need for discretion
and courtesy. Taking responsibility for returning any follow up calls as
necessary.
Follow Departmental/Trust disposal
and destruction procedures of confidential documentation, in line with Data
Protection Act and Confidentiality.
Collect and deliver patient or
other documentation/reports around Trust when required.
Provide suitable cover for other
clerical staff in cases of absences, as delegated by line manager.
Assisting to maintain high
standards of care, including:-
- Maintain a safe working
environment, reporting incidents, accidents, complaints
- Understand the need to maintain and
respect patient confidentiality
- Participate in in-service training
- Participate in mandatory training
annually
- Participate in annual performance
appraisal
Visit and/or work at other
designated Trust sites as required to ensure continuity of service/patient
care.
General office work and any other
duties assigned by the Supervisor/Team Leader or Manager, which may include:-
Monitor and maintain
appropriate/agreed levels of stock and non- stock
items, including stationery and office supplies
maintain diaries for senior staff
5.
THE LEEDS WAY VALUES
Our
values are part of what make us different from other trusts, so we see this
as a strength, as well as a responsibility. They have been developed by our
staff and set out what they see as important to how we work. Our five values are:
Patient-centred
Collaborative
Fair
Accountable
Empowered
All
our actions and endeavours will be guided and evaluated through these values
Additionally,
the following are core values which relate specifically to this post:
The jobholder will place a high
value on the quality of service by ensuring that all documentation is
received, checked and processed appropriately, in line with departmental
procedures
Respect the contribution of all
members within the team/department and the importance of working together to
ensure a high standard of patient care
Recognise the importance of Data
Protection and confidentiality
Be aware of what information can be
disclosed to staff, patients and other agencies
Integrity, openness and honesty
Able to work across both Trust main
sites
6. WEST YORKSHIRE ASSOCIATION OF ACUTE
TRUSTS (WYAAT)
Leeds
Teaching Hospitals NHS Trust is part of the West Yorkshire Association of
Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across
West Yorkshire and Harrogate working together to provide the best possible
care for our patients.
By
bringing together the wide range of skills and expertise across West
Yorkshire and Harrogate we are working differently, innovating and driving
forward change to deliver the highest quality care. By working for Leeds Teaching Hospitals NHS
Trust this is your opportunity to be a part of that change.
WYAAT
is the acute sector arm of the West Yorkshire and Harrogate Health and Care
Partnership, one of the largest integrated care systems in the country. The
Partnerships ambition is for everyone to have the best possible health and
wellbeing, and the work of WYAAT, and each individual trust, supports that
ambition.
7. INFECTION CONTROL
The
jobholder must comply at all times with the Leeds Teaching Hospitals NHS
Trust Infection Control policies, in particular by practising Universal
Infection Control Precautions. Hand hygiene must be performed before and
after contact with patients and their environment.
8. HEALTH AND SAFETY / RISK MANAGEMENT
All
staff are responsible for working with their colleagues to maintain and
improve the quality of services provided to our patients and other service
users. This includes complying at all
times with the Leeds Teaching Hospitals NHS Trust Policies, including Health
and Safety policies, in particular by following agreed security and safer
working procedures, and reporting incidents using the Trust Incident
Reporting system
9. EQUALITY AND DIVERSITY
The
jobholder must comply with all policies and procedures designed to ensure
equality of employment and that services are delivered in ways that meet the
individual needs of patients and their families. No person whether they are staff, patient
or visitor should receive less favourable treatment because of their gender,
ethnic origin, age, disability, sexual orientation, religion etc.
10. TRAINING AND PERSONAL DEVELOPMENT
CONTINUOUS PROFESSIONAL DEVELOPMENT
The
jobholder must take responsibility in agreement with his/her line manager for
his/her own personal development by ensuring that Continuous Professional
Development remains a priority. The
jobholder will undertake all mandatory training required for the role.
12. SPECIAL WORKING CONDITIONS
PHYSICAL EFFORT
Sorting,
filing, and general handling of documentation which may include frequently
lifting and sorting heavy boxes filled with patient and other documentation.
Regular
requirement for sitting in a restricted position eg at a VDU as well as a
requirement to use specialist equipment, eg steps to file and retrieve
documents, trolley to move bulk documentation.
Requirement
to work at any site within the Trust, in order to meet the needs of the
service.
ii) MENTAL EFFORT
Frequent
requirement for concentration working to departmental deadlines and service
level agreements eg inputting, checking, filing, retrieving patient and other
documentation.
iii) EMOTIONAL EFFORT
Potential
exposure to distressing and emotional circumstances, for instance when
dealing with patients, relatives and carers eg patients having received bad
news; appointments cancelled etc.
iv) WORKING CONDITIONS
Potential
for extreme temperatures/ dusty conditions in some filing/storage facilities.
May encounter verbal aggression from patients, relatives. May be required to
sit at VDU for long periods.
