Clerical Officer (XN02)

Job description

Job responsibilities

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.

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 ensuring 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

Person Specification

Skills and behaviours

Essential

• Good interpersonal skills
• Professional attitude
• Reliable and trustworthy
• Team Player

Qualifications

Essential

• Educated to GCSE grade C standard

Desirable

• NVQ 2 Customer Care or equivalent

Experience

Essential

• Competent IT Skills
• Previous experience working in office environment

Desirable

• ECDL or equivalent

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.

Employer details

Employer name

Leeds Teaching Hospitals

Address

Leeds General Infirmary

Great George Street

Leeds

LS1 3EX

Employer's website

https://www.leedsth.nhs.uk/ (Opens in a new tab)