Clerical Officer

Job description

Job responsibilities

1. JOB DETAILS

Job Title: Clerical Officer - Optometry

Reports to: Optical Services Administrator

Accountable to: Head of Optometry Services and Principal Optometrist

Band: Band 2

Unit/Department: Optometry

Directorate: Head and Neck

Location: Eye Clinic, Level 4, Gledhow Wing,

St. Jamess University Hospital

AFC number: 721

2. JOB PURPOSE

The Clerical Officer is expected to provide an efficient, patient focused, confidential, administration support for the Optometry department.

To undertake administrative and clerical duties in support of the Optometry clinic. The post holder will be part of a very busy team and will be responsible for covering general day to day administration duties.

3 JOB DIMENSIONS

The post holder will be required to handle payments for spectacles and contact lenses from patients.

The post holder will be expected to deal with up to thirty telephone enquiries each day.

4. ORGANISATIONAL CHART

Optometrists

5. PRINCIPAL DUTIES AND AREAS OF RESPONSIBILITY

To make appointments as necessary in a polite and helpful manner

To respond to telephone enquiries in a polite and helpful manner

To obtain information for each patient and record on the Patient Administration System attendances and disposals in a timely and accurate manner

To provide suitable cover for the other clerical staff in cases of absence

To take payments for spectacles and contact lenses

6. THE LEEDS WAY VALUES

Our values are part of what make us different from other Trusts, so we see this as 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.

7. CORE BEHAVIOURS AND SKILLS

1. Good oral and written communication skills

2. Good telephone manner

3. Diplomatic

4. Self-motivated

5. Enthusiastic

6. Attention to detail

7. Professionalism

8. Help other team members

9. Flexibility to adjust to changing circumstances

10. Ability to learn

8. CORE BEHAVIOURS AND SKILLS

Essential core knowledge and understanding to include:

The post-holder to possess a good standard of written and spoken English.

Basic computer literacy and willingness to further computer skills.

A willingness to understand all policies and procedures governing the Trusts approach and delivery to Patient Administration.

9. 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 safe working procedures, and reporting incidents using the Trust Incident Reporting system.

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.

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.

PATIENT AND PUBLIC INVOLVEMENT

The Trust has a statutory duty to involve patients and public in evaluating and planning services. All staff have a responsibility to listen to the views of patients and to contribute to service improvements based on patient feedback.

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.

RESPECT FOR PATIENT CONFIDENTIALITY

Individual patients have an entitlement to have their affairs dealt with confidentially. There are established rules and conventions applying to professional staff and you should, where appropriate, familiarise yourself with these. In any event, no member of staff should divulge information about the identity of the medical condition of any patient to anybody who does not have a clear entitlement and need to receive it. Staff need to be aware of the Data Protection Act.

Similar constraints apply to the passage of personal information about members of staff.

10. COMMUNICATION & WORKING RELATIONSHIPS

It is essential that the Clerical Officer maintains and develops good working relationships with all staff. This will involve considerable liaison with consultants, nursing staff, managers, medical secretaries, and patient administration staff throughout the Trust.

10. JOB DESCRIPTION AGREEMENT

Jobholders Signature: .

Date:

Head of Departments Signature: ..

Head of Departments Job Title: .

Date:

Person Specification

Qualifications

Essential

• Good general Education
• Excellent communication skills
• Literacy and numeracy

Additional Requirements

Essential

• Good written and verbal communication skills

Experience

Essential

• Experience of working in an office environment.
• Experience of dealing with members of the public in a working environment.

Desirable

• Minimum of 1 years experience working with patients in an administrative environment.
• Previous experience working in an optical environment
• Experience of computer systems and keyboard skills.

Skills & behaviours

Essential

• Professional attitude to Work.
• Polite and helpful
• Good reception and telephone skills.
• Ability to demonstrate good written and verbal communication skills.

Desirable

• Ability to multitask
• Keyboard skills

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

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF

Employer's website

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