Job summary Expected Shortlisting Date 26/11/2024 Planned Interview Date 10/12/2024 The post is a permanent, part time contract providing administrative support for our optometrists and dispensing opticians who deliver refraction, contact lens and Low Vision Aid clinics primarily based in the new main eye clinic at our Gledhow wing site at St. Jamess University Hospital. The post holder will be working along side a full time colleague in our optometry office. They will be booking patient appointments, answering patient and clinicians queries face to face, on the telephone and by email. They will be taking payments for optical appliances and supporting their colleagues in the optometry team. If you like working in a busy office environment helping patients and supporting clinicians deliver high quality care and feel comfortable talking to patients and clinicians, whilst having the ability to use computer systems for booking appointments etc. then this may a job for you. Main duties of the job The Clerical Officer will be undertaking administrative and clerical duties, in the Optometry office in the new main Eye department at St. James's University hospital, supporting the Optometrists and dispensing Opticians. The post holder will be part of a very busy Optometry team and will be responsible for covering general day to day administration duties. The post holder will be booking appointments on our administrative system, Patient Centre, answering patient and clinician queries and be expected to deal with up to thirty telephone enquiries each day from patients and other services. They will handle payments for spectacles and contact lenses from patients, post out optical appliances and interact with patients and other colleagues. About us You will join our busy, friendly Optometry team working at the new main Eye clinic at St. Jamess University Hospital. The Optometry department consists of the Head of Optometry, Principal Optometrist, Advanced Specialist Optometrists, Specialist Optometrists, Optometrists, Pre-registration Optometrist, Senior Dispensing Opticians, Optical Services Officer and Optical Services Clerical Officer. The Optometry department supports the Ophthalmology Department consisting of twenty eight Consultant Ophthalmologists with full supporting medical staff, specialising in anterior segment, refractive surgery, paediatrics, oculo-plastic surgery, glaucoma, uveitis, neuro-ophthalmology, medical retina and vitreo-retinal disease. Optometry services are provided at St. Jamess University Hospital and Wharfedale General Hospital. There is a large Orthoptic Department involved with the training of under-graduate orthoptic students. Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions. Date posted 23 October 2024 Pay scheme Agenda for change Band Band 2 Salary £23,615 a year Contract Permanent Working pattern Part-time Reference number C9298-HAN-086 Job locations St. James's University Hospital Beckett Street Leeds LS9 7TF 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: 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 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)