Clerical Officer

South Tees Hospitals NHS Foundation Trust

The closing date is 25 March 2025

Job summary

South Tees Hospitals NHS Foundation Trust's Under 5s Multi-disciplinary Neurodevelopmental (Autism) Assessment & Diagnostic Team has an exciting vacancy for a clerical assistant. The post will provide comprehensive, effective and efficient administrative support to a small team of allied health professionals & associate practitioner based at North Ormesby Health Village.

The wider team comprises paediatricians and Advanced Clinical Practitioners, based at James Cook University Hospital and clinical specialist autism coordinators, autism associate practitioner, speech & language therapists and clinical psychologist based at North Ormesby Health Village - this post will support the team at North Ormesby Health Village.

This is a busy team so you will need to be motivated and enthusiastic with proven skills in managing your own workload and prioritisation of tasks whilst providing compassionate and sensitive contact with families where needed. Attention to detail and good organisational skills will be of great benefit.

Main duties of the job

Reporting to the Service Lead/Administrator, the post holder will provide and develop a comprehensive, effective and efficient administrative support service to members of the Multi-Disciplinary Neurodevelopmental (autism) team as previously described

Supporting the clinical specialist coordinators, associate practitioner and clinical psychologist in managing appointments and clinics

Having responsibility for the collation and distribution of reports and letters arising from the multi-disciplinary team's clinical activity, providing a high standard of proof-reading.

Supporting the coordinators in actively managing the waiting times of referrals and co-ordinating the daily flow from the point of referral through to appointment allocation.

Being the first point of contact for service users, carers and visitors to the clinical team and to respond in a helpful manner to enquiries or other issues raised.

Utilising excellent communication skills to exchange confidential and sensitive information appropriately and exercise good judgement in a variety of situations.

Interacting compassionately with services users and carers at all times; promoting at all times a positive image of neurodiversity

Supporting the development, implementation and organisation of complex and new administration systems and services.

Supporting the collation and timely dissemination of statistical data necessary to service requirements.

About us

The allied health professional team for the multi-disciplinary neurodevelopmental (autism) pathway is integrated within the Children & Young People's Speech & Language Therapy Service and enjoys strong working relationships and close collaboration with the wider speech and language therapy team. The service offers excellent supervisory support as well as frequent and regular team meetings; a comprehensive training schedule is available to successful candidates.

South Tees Hospitals NHS Foundation Trust offers leadership and improvement training to all new staff. This training programme has been designed to support our staff in developing their understanding of leadership and management skills. You will be expected to attend the following training sessions

Your Leadership Impact

Service Improvement for Beginners

After you complete these one and a half days of training, you will be able to explore further leadership and improvement training opportunities. We also offer a range of additional in-house courses and bitesize programmes through our Leadership and Improvement Team.

Date posted

11 March 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year per annum (pro rata)

Contract

Permanent

Working pattern

Part-time

Reference number

328-WAC-6880190

Job locations

North Ormesby Health Village

2 Trinity Mews, North Ormesby

Middlesbrough

TS3 6AL

Job description

Job responsibilities

Please see the full job description and person specification document(s) for main responsibilities of the role.

Job description

Job responsibilities

Please see the full job description and person specification document(s) for main responsibilities of the role.

Person Specification

Experience

Essential

Relevant administrative and/or secretarial experience
Diary management and/or experience of arranging meetings/appointments effectively
Experience of using electronic spreadsheets, databases, PowerPoint and Excel

Desirable

Experience of SystmOne or other similar patient record systems
Experience of working in children's services in a community healthcare setting and basic knowledge of the NHS
Waiting list management

Qualifications & Training

Essential

Education to GCSE level or equivalent, Grades C/4 or above in 5 subjects including English & Maths
NVQ 3 Business Administration or equivalent experience

Desirable

Attendance at foundation improvement training and the new and aspiring leaders program within first year of role
IT qualification

Knowledge & Skills

Essential

Knowledge/skills in a variety of software programmes: MicroSoft Office: Word, Excel, PowerPoint etc
Effective communication both verbal and written
Excellent planning and organisational skills including demonstrating initiative and ability to prioritise own workload
Ability to pay attention to detail, reliably check and record data, identify anomalies and be able to self-check completed work
Ability to deal with occasional emotional or distressing situations either face to face or over the telephone
Sound knowledge of the work and scope of the service to act as point of information for the public and other professionals
Excellent interpersonal skills, often dealing with sensitive and confidential information

Desirable

Understanding of neurodiversity and the neurodevelopmental (autism) assessment pathway

Person Specification

Experience

Essential

Relevant administrative and/or secretarial experience
Diary management and/or experience of arranging meetings/appointments effectively
Experience of using electronic spreadsheets, databases, PowerPoint and Excel

Desirable

Experience of SystmOne or other similar patient record systems
Experience of working in children's services in a community healthcare setting and basic knowledge of the NHS
Waiting list management

Qualifications & Training

Essential

Education to GCSE level or equivalent, Grades C/4 or above in 5 subjects including English & Maths
NVQ 3 Business Administration or equivalent experience

Desirable

Attendance at foundation improvement training and the new and aspiring leaders program within first year of role
IT qualification

Knowledge & Skills

Essential

Knowledge/skills in a variety of software programmes: MicroSoft Office: Word, Excel, PowerPoint etc
Effective communication both verbal and written
Excellent planning and organisational skills including demonstrating initiative and ability to prioritise own workload
Ability to pay attention to detail, reliably check and record data, identify anomalies and be able to self-check completed work
Ability to deal with occasional emotional or distressing situations either face to face or over the telephone
Sound knowledge of the work and scope of the service to act as point of information for the public and other professionals
Excellent interpersonal skills, often dealing with sensitive and confidential information

Desirable

Understanding of neurodiversity and the neurodevelopmental (autism) assessment pathway

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.