Job summary
Clerical Support - Neonatal Intensive Care Unit (NICU)
We're looking for a detail-oriented and compassionate individual to join our Neonatal Intensive Care Unit as a Clerical Support Officer. This vital role involves accurate data entry across multiple clinical systems, maintaining both electronic and manual patient records, and ensuring timely processing of hospital documentation. You'll help create a safe, welcoming environment for families, using a sensitive approach in all communications.
The successful candidate will have excellent IT and literacy skills, operational flexibility, and a keen eye for detail. You'll be trained on systems such as iPM, CMIS, BadgerNet, and Evolve, and will play a key role in supporting the neonatal clinical team. Responsibilities include tracking hospital notes, preparing discharge letters, and ensuring contingency procedures are in place during IT disruptions.
If you're passionate about supporting neonatal care through high-quality clerical work, we'd love to hear from you.
Main duties of the job
To work with the clerical team, ensuring that any required outpatient appointments or referrals are made and sent to patients
To review and update forms, charts or notices used on the NICU.
To prepare NICU log books for patient care.
To ensure that information leaflets are available for patients and families.
To welcome NICU visitors, directing them as appropriate to the designated person.
Escalate any concerns or uncertainty promptly to the Shift Leader.
To support the clinical team in caring for families with sensitivity and respect.
To communicate effectively (verbal, written and electronic) with the multi-disciplinary team and families.
To answer the telephone and respond to enquiries for information in accordance with the Data Protection Act. To escalate any concerns or uncertainty promptly to the Shift Leader.
To participate in the end of year stock-take and completing the necessary documents to be forwarded to the finance department.
To participate in yearly appraisal to review own performance, the attainment of service objectives and seek opportunities to further enhance skills and knowledge.
In addition to the statement regarding confidentiality given below, to work within the remit of the Data Protection Act and to act appropriately within the confines of the potential sensitivity of clinical and managerial information and reports.
About us
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
Our values
We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job
Job description
Job responsibilities
KEY RESPONSIBILITIES
To undertake training on electronic systems (e.g., iPM, CMIS, BadgerNet and Evolve) in order to provide a high quality administrative and clerical support to the neonatal clinical team.
To maintain accurate data entry on various electronic patient clinical systems.
To ensure accuracy of data entry is checked across various electronic patient information systems.
To maintain accurate manual records of any patient information.
To ensure that patient hospital notes are available for admission and are tracked on the hospital IT system.
To ensure that hospital notes, upon a patients discharge, is correctly filed, sent for coding and scanning in a timely manner.
To ensure that discharge letters are sent out in a timely manner.
To ensure that forms are ready and available for use in the contingency folder in the event of any disruption of the IT system.
To work with the clerical team, ensuring that any required outpatient appointments or referrals are made and sent to patients.
To review and update forms, charts or notices used on the NICU.
To prepare NICU log books for patient care.
To ensure that information leaflets are available for patients and families.
To welcome NICU visitors, directing them as appropriate to the designated person.
Escalate any concerns or uncertainty promptly to the Shift Leader.
To support the clinical team in caring for families with sensitivity and respect.
To communicate effectively (verbal, written and electronic) with the multi-disciplinary team and families.
To answer the telephone and respond to enquiries for information in accordance with the Data Protection Act. To escalate any concerns or uncertainty promptly to the Shift Leader.
To participate in the end of year stock-take and completing the necessary documents to be forwarded to the finance department.
To participate in yearly appraisal to review own performance, the attainment of service objectives and seek opportunities to further enhance skills and knowledge.
In addition to the statement regarding confidentiality given below, to work within the remit of the Data Protection Act and to act appropriately within the confines of the potential sensitivity of clinical and managerial information and reports.
GENERAL:
To comply at all times with any regulations issued by the Trust, especially those governing Health and Safety at work and to ensure that any defects which may affect safety at work are brought to the attention of the appropriate manager.
It is the responsibility of all staff to minimise the Trust's environmental impact by recycling wherever possible, switching off lights, computers, monitors and equipment when not in use, minimising water usage and reporting faults promptly.
This job description reflects the present requirements and objectives of the post. As the duties of the post change and develop, the job description will be reviewed and will be subject to amendment, in consultation with the post holder.
You are required to disclose any additional work you undertake or are planning to undertake for another employer.
Job description
Job responsibilities
KEY RESPONSIBILITIES
To undertake training on electronic systems (e.g., iPM, CMIS, BadgerNet and Evolve) in order to provide a high quality administrative and clerical support to the neonatal clinical team.
To maintain accurate data entry on various electronic patient clinical systems.
To ensure accuracy of data entry is checked across various electronic patient information systems.
To maintain accurate manual records of any patient information.
To ensure that patient hospital notes are available for admission and are tracked on the hospital IT system.
To ensure that hospital notes, upon a patients discharge, is correctly filed, sent for coding and scanning in a timely manner.
To ensure that discharge letters are sent out in a timely manner.
To ensure that forms are ready and available for use in the contingency folder in the event of any disruption of the IT system.
To work with the clerical team, ensuring that any required outpatient appointments or referrals are made and sent to patients.
To review and update forms, charts or notices used on the NICU.
To prepare NICU log books for patient care.
To ensure that information leaflets are available for patients and families.
To welcome NICU visitors, directing them as appropriate to the designated person.
Escalate any concerns or uncertainty promptly to the Shift Leader.
To support the clinical team in caring for families with sensitivity and respect.
To communicate effectively (verbal, written and electronic) with the multi-disciplinary team and families.
To answer the telephone and respond to enquiries for information in accordance with the Data Protection Act. To escalate any concerns or uncertainty promptly to the Shift Leader.
To participate in the end of year stock-take and completing the necessary documents to be forwarded to the finance department.
To participate in yearly appraisal to review own performance, the attainment of service objectives and seek opportunities to further enhance skills and knowledge.
In addition to the statement regarding confidentiality given below, to work within the remit of the Data Protection Act and to act appropriately within the confines of the potential sensitivity of clinical and managerial information and reports.
GENERAL:
To comply at all times with any regulations issued by the Trust, especially those governing Health and Safety at work and to ensure that any defects which may affect safety at work are brought to the attention of the appropriate manager.
It is the responsibility of all staff to minimise the Trust's environmental impact by recycling wherever possible, switching off lights, computers, monitors and equipment when not in use, minimising water usage and reporting faults promptly.
This job description reflects the present requirements and objectives of the post. As the duties of the post change and develop, the job description will be reviewed and will be subject to amendment, in consultation with the post holder.
You are required to disclose any additional work you undertake or are planning to undertake for another employer.
Person Specification
Qualifications
Essential
- GCSE English or equivalent
- Good IT knowledge for data entry, use of word processing, spread-sheet, e-mail and the internet.
- Good understanding of working practices in a hospital
Desirable
- Evidence of further education and training, including word processing and spread-sheet
Communication Skills
Essential
- Good written and verbal communication skills
- Experience in electronic communication (e-mail) and use of the internet
Experience
Essential
- Clerical duties experience
- Able to plan, organise and prioritise own work effectively to meet tight datelines
- Awareness of how to utilise and manage resources
- Strong customer service skills, including face-to-face communication with the public/families in sensitive situations
Desirable
- Experience of working in a hospital or an intensive care environment
Knowledge
Essential
- Awareness of Safeguarding Children principles in a hospital environment
- Strong understanding of data security, confidentiality and governance
- Demonstrate understanding of the importance of non-judgemental behaviour towards service users
- Demonstrate understanding of the importance of reporting any risk matters or incidents.
Skills
Essential
- Prioritising, planning and organisational skills
- Analytical skills for problem-solving
- Ability to teach and guide junior clerical colleagues or the multi-disciplinary team with data entry and use of IT systems
- Proven ability to work well under pressure to meet the demands of heavy workload.
- Demonstrate enthusiasm to learn and for shared learning
- Able to explain personal strategies to meet given targets and datelines
Person Specification
Qualifications
Essential
- GCSE English or equivalent
- Good IT knowledge for data entry, use of word processing, spread-sheet, e-mail and the internet.
- Good understanding of working practices in a hospital
Desirable
- Evidence of further education and training, including word processing and spread-sheet
Communication Skills
Essential
- Good written and verbal communication skills
- Experience in electronic communication (e-mail) and use of the internet
Experience
Essential
- Clerical duties experience
- Able to plan, organise and prioritise own work effectively to meet tight datelines
- Awareness of how to utilise and manage resources
- Strong customer service skills, including face-to-face communication with the public/families in sensitive situations
Desirable
- Experience of working in a hospital or an intensive care environment
Knowledge
Essential
- Awareness of Safeguarding Children principles in a hospital environment
- Strong understanding of data security, confidentiality and governance
- Demonstrate understanding of the importance of non-judgemental behaviour towards service users
- Demonstrate understanding of the importance of reporting any risk matters or incidents.
Skills
Essential
- Prioritising, planning and organisational skills
- Analytical skills for problem-solving
- Ability to teach and guide junior clerical colleagues or the multi-disciplinary team with data entry and use of IT systems
- Proven ability to work well under pressure to meet the demands of heavy workload.
- Demonstrate enthusiasm to learn and for shared learning
- Able to explain personal strategies to meet given targets and datelines
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
