Clinical Support Officer

Job description

Job responsibilities

To provide a timely and accurate copy and audio typing service to the department, producing letters, reports and other correspondence, as required.

To deal with telephone enquiries, taking and conveying messages appropriately.

To receive, date stamp and sort incoming mail and prepare outgoing mail for posting.

To transmit electronic mail, photocopy and scan documents and circulate information within Trust or department timescales.

To collate material and information for various meetings, ensuring papers are provided and distributed on time and appropriately, as directed.

To organise venues, refreshments, equipment and any necessary materials for events and meetings.

To take notes at informal meetings and transcribe, as required.

To enter data onto necessary databases and update according to service requirements.

To maintain an up to date filing and archive filing system, disposing of archived records and documentation according to Trust policy.

To order office supplies through Cardea and maintain agreed stock levels.

To provide cover as required during absence of colleagues.

To provide a full range of confidential secretarial/administrative support to care group Managers and Matronsand supporting staff, working with minimal supervision.

To undertake typing and distribution of confidential correspondence and supporting staff, within Trust or department timescales.

To be the point of contact for staff, patients and others within and outside the organisation, responding to external and internal telephone enquiries, taking appropriate and timely action required.

To receive and respond to internal and external correspondence, taking appropriate and timely action as required, in accordance with Trust and/or departmental standards and processes.

To manage electronic diaries, as required.

To support arrangement of on call rotas, as required.

To organise meetings, including arranging venues, preparing agendas, collating and issuing papers and attending for taking and production of minutes, as required.

To operate efficient and up-to-date administrative systems and processes for all office tasks.

To maintain accurate and timely data entry to databases to meet service requirements.

To prioritise own workload to meet the needs of the care group Managers and supporting staff and ensure all deadlines are met.

To support new and/or less experienced staff, as required.

To provide cover as required during absence of colleagues.

Person Specification

Special Skills & Knowledge

Essential

• Knowledge of computer packages, e.g. Word, Excel, Outlook and PowerPoint.
• IT Skills.
• Ability to analyse and present data using Excel and Access packages.
• Ability to use email and maintain and update paper and electronic diaries.
• Knowledge of Data Protection and Caldicott Principles and understanding of the need to maintain strict confidentiality.
• Ability to use discretion and maintain confidentiality.
• Good interpersonal skills.
• Excellent verbal and written communication skills, with the ability to deal with and prepare routine verbal and written correspondence and the ability to obtain information and pass on comprehensive and confidential messages.
• Ability to communicate accurately, verbally, courteously and effectively with a wide range of staff, professionals and members of the public.
• Able to use own initiative to resolve routine queries, in line with departmental procedures.
• Able to work with minimal supervision following set procedures.
• Ability to organise and prioritise workload in order to meet deadlines.

Desirable

• Knowledge of medical terminology.

Experience

Essential

• Experience of an administrative role, providing general provision of administrative duties in a challenging and constantly changing environment.
• Demonstrate Experience of using Microsoft Office.
• Experience in setting up and maintaining office filing systems.
• Experience in planning and organising meetings and taking notes.
• Experience of providing administrative support to a team.

Desirable

• Experience of working within an NHS Environment.

Special Requirements

Essential

• Ability to travel independently across the County to fulfil the requirements of the post.
• Present a professional image at all times.

Qualifications

Essential

• Good Standard of Education - Minimum of 3 GCSEs (or equivalent) at C Grade or above including English Language.
• NVQ Level 3 in Business Administration or equivalent knowledge/experience (or working towards).

Employer details

Employer name

County Durham & Darlington NHS Foundation Trust

Address

Chester Le Street Community Hospital

Front Street

Chester Le Street

County Durham

DH3 3AT

Employer's website

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