Clerk/Typist (XN02)

Job description

Job responsibilities

The post holder will work as part of a Secretarial team in order to provide an effective and efficient clerical and typing service to the non - surgical oncology team.

The post holder has a responsibility to ensure that clerical and typing duties are completed in a timely manner, ensuring Trust targets are met

3. ORGANISATIONAL CHART

Business Support Manager

Assistant PSC

Clerk/typist

4. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

Typing of medical reports/patient details onto a computerised system.

Booking out and despatch of reports and films.

Dealing with correspondence, incoming and outgoing, that any senior member of the department may require.

Dealing with telephone enquiries from hospital staff, outside agencies and patients.

General clerical duties which include filing, photocopying and faxing.

Arranging ambulance transport, portering services or nurse escorts for patients.

Provide cover in reception eg act as reception clerk, dealing with queries from patients, medical staff and outside agencies, including telephone enquiries.

Other duties

To liaise with colleagues and other disciplines as necessary.

To maintain knowledge of office equipment based in the Department.

To participate in the appraisal process as outlined by Trust policies and procedures.

To take on additional and changing duties commensurate with the grade as defined by the Office/Administration Manager in response to demands made upon the Department.

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-centered

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:

Be of a mature, pleasant and friendly nature. A sense of humour is advantageous.

Have a flexible approach to their work.

Be committed and focused to provide a quality service that meets the needs of patients, staff and other health professionals.

Be able to communicate at all levels with a professional manner, showing politeness and empathy towards patients and their families.

Have an ability to learn by ones mistakes.

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.

11. COMMUNICATION & WORKING RELATIONSHIPS

The post holder will communicate with patients and their families and liaise with other health professionals both internally and externally as an integral part of the post.

12. SPECIAL WORKING CONDITIONS

i) PHYSICAL EFFORT:

Some moving of stationary items eg reams of paper, medical files etc may be necessary.

ii) MENTAL EFFORT:

Concentration can be for prolonged periods of time when typing as length of medical reports and tapes vary. Photocopying complex documents, collating and distributing of said documents, daily typing, faxing and distributing of rotas on behalf of secretaries, taking telephone messages and covering for secretaries/receptionist during periods of absence.

ii) EMOTIONAL EFFORT:

Limited Emotional Effort needed.

iii) WORKING CONDITIONS:

The post holder is expected to travel to other sites if required, via the Trust shuttle bus service

Person Specification

Qualifications

Essential

• Good general standard of education.
• RSA II typing/word processing or equivalent
• Audio typing
• Microsoft Word for Windows
• Keyboard/data entry skills are essential.

Desirable

• ECDL certificate or working towards
• Other Microsoft applications e.g. Excel
• Good communication skills are required, both written and oral.

Skills & Behaviours

Essential

• Self-motivated and enthusiastic
• Able to work accurately and calmly whilst under pressure
• Good team worker
• Professional in appearance and conduct
• Reliable and punctual
• Be able to work as part of a team, supporting and covering colleagues where appropriate as and when required
• Be self-motivated
• Be able to work with limited supervision
• Good interpersonal and communication skills
• Accurate typing and spelling ability
• Good telephone skills
• Able to use own initiative
• Be honest, trustworthy polite and helpful
• Be professional in appearance and conduct.

Desirable

• Be of a mature, pleasant and friendly nature with a good sense of humour
• Adaptable and flexible
• Confident manner
• Have the ability to stay calm whilst working under pressure.
• To familiarise him/herself with the basic work and procedures of the department in order to answer patient enquiries and provide an effective and efficient clerical service.

Experience

Desirable

• Experience in a secretarial role
• Knowledge of Medical Terminology
• Hospital and/or general public experience
• The post holder would be expected to develop their understanding and use of information technology.

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)