Job summary Here at the Mid Yorkshire Teaching Hospitals NHS Trust, an exciting opportunity has arisen for a Clerical Officer to become a key role within our department. We require someone who has excellent organisational and interpersonal skills, who can continuously improve themselves and help others to do so. You will have excellent communication skills, caring, empathetic to patient needs, and embody the Trust Values. We are a challenging and fast paced service and require someone who can step into this role with confidence, professionalism and the ability to motivate themselves and others. We are looking for someone who can uphold our trust values and behaviours and play a crucial role in delivering excellent care. Are you caring, ensuring this is in the heart of all you do? Are you willing to contribute to help improve aspects of the care being delivered and to improve yourself? Are you respectful of others and treat people the way they would expect to be treated? Are you able to provide a high standard of work, for both patients and the services we provide? Then you just might be the candidate we are looking for. This post requires hours to be covered from 8am to 8pm, Monday to Sunday. We are currently a 4 site trust, with services expanding into the new Community Diagnostic Centre in Wakefield, which as part of your role you will be required to work across all sites. Previous applicants need not apply. Main duties of the job To provide efficient, clear system of communication and administration to enable the department to run effectively and smoothly. Be a key part of the reception team and will welcome patients and visitors alike to the department. The role will include inputting data onto the Radiology information system, distribution of reports, liaising with internal and external stakeholders. Utilising different Radiology systems, to ensure high quality patient experience and care. Liaising with key stakeholders both internal and external. Undertake administrative tasks as delegated. About us We provide care and support to over million people in Wakefield and Kirklees in their homes, community settings and across our three hospital sites at Pontefract, Dewsbury and Pinderfields (Wakefield). Always striving for excellence, we are at the forefront of innovation and research, and we invest in teaching and the development of our workforce. We live by our values of caring, improving, being respectful and maintaining high standards. We listen and learn because we aim to make Mid Yorkshire the best place to work and receive care. We value diversity and welcome talent and enthusiasm irrespective of age, disability, neurodivergence, sex, gender identity and gender expression, race or ethnicity, religion or belief, sexual orientation, or other personal circumstances including providing unpaid carers support to someone with a health and care need. As ethnic minority groups, members of the LGBTQ community, and people with a disability/neurodivergence are currently under-represented across the organisation, we encourage applications from members of these groups. We have policies and procedures to ensure all applicants are treated fairly and consistently. We are proud of our staff networks - who offer valuable guidance and feedback from those with lived experience. We have a clear vision and you could be part of this If you share our values and you want to make a difference to the lives of our patients and their families and carers, we would love to hear from you. Date posted 09 January 2025 Pay scheme Agenda for change Band Band 2 Salary £23,615 a year Contract Permanent Working pattern Full-time, Part-time, Flexible working Reference number C9377-FCS5003 Job locations Pinderfields Hospital Aberford Road Wakefield West Yorkshire WF1 4DG Dewsbury and District Hospital Halifax Road Dewsbury WF13 4HS Pontefract Hospital Friarwood lane Pontefract WF8 1PL Community Diagnostic Centre Ings Road Wakefield West Yorkshire WF2 9SD Job description Job responsibilities To provide a welcome to the patients who are in contact with the department. The post holder will be responsible for designated clerical duties in the department. Play a lead role with administrative tasks in the department e.g. utilising IT systems in line with the departments Key Performance Indicators. Promote effective customer focused communication with patients and service users. To respond to telephone and/or face to face enquiries complying with departmental guidance. Request, cancel and re-arrange appointments in line with local and national targets. To assist with the confidential management of all types of patient record and ensure that all documentation is returned to the appropriate department is accurately complete and promptly dispatched. To be responsible for the accurate and timely storing/scanning of records, e.g. referral letters. To report maintenance and domestic repairs to appropriate wards/departments on instruction from the departmental manager. Assist with the preparation of patient records for outpatients in a timely manner as and when required. Operate trust IT systems ensuring correct data is held on the departmental database & Trust systems and update as necessary. The post holder will give relevant assistance and training as and when required to support all colleagues. To arrange transport as necessary for the patient in accordance with requirements of the department. To carry out general administration duties and provide clerical assistance, as required. To send and receive faxes in a safe haven environment as per Trust policy. Ensure that all hospital records are tracked and booked using the Trusts File Tracker computer system. Receive, sort and distribute goods and post delivered to the ward/department. Attend regular departmental meetings. Attendance at least half of the meetings each year is an expectation. Job description Job responsibilities To provide a welcome to the patients who are in contact with the department. The post holder will be responsible for designated clerical duties in the department. Play a lead role with administrative tasks in the department e.g. utilising IT systems in line with the departments Key Performance Indicators. Promote effective customer focused communication with patients and service users. To respond to telephone and/or face to face enquiries complying with departmental guidance. Request, cancel and re-arrange appointments in line with local and national targets. To assist with the confidential management of all types of patient record and ensure that all documentation is returned to the appropriate department is accurately complete and promptly dispatched. To be responsible for the accurate and timely storing/scanning of records, e.g. referral letters. To report maintenance and domestic repairs to appropriate wards/departments on instruction from the departmental manager. Assist with the preparation of patient records for outpatients in a timely manner as and when required. Operate trust IT systems ensuring correct data is held on the departmental database & Trust systems and update as necessary. The post holder will give relevant assistance and training as and when required to support all colleagues. To arrange transport as necessary for the patient in accordance with requirements of the department. To carry out general administration duties and provide clerical assistance, as required. To send and receive faxes in a safe haven environment as per Trust policy. Ensure that all hospital records are tracked and booked using the Trusts File Tracker computer system. Receive, sort and distribute goods and post delivered to the ward/department. Attend regular departmental meetings. Attendance at least half of the meetings each year is an expectation. Person Specification Personal Attributes Essential Friendly, respectful of colleagues, approachable. Ability to act diplomatically in sensitive situations. Good Customer Service skills. Knowledge and Awareness Essential Confidentiality issues. Awareness of own limitations. Desirable Awareness of Health & Safety issues. Awareness of Moving & Handling issues. Skills and Abilities Essential Keyboard skills. Develop and maintain positive working relationships. Demonstrate effective and clear written, verbal and telephone, communication skills. Work with demanding workloads and prioritise tasks. Maintain a safe working environment for self and others. Willingness to take on tasks. Desirable Proven record of excellent filing and organisational skills. Experience Essential Experience of working with filing systems. Experience of good customer or patient care. Work with IT systems. Desirable Previous experience in an administrative role. Experience of working within a related area e.g. Health/Social Care setting. A willingness to learn NHS computer software systems. Experience of working with confidential material. Other Essential Ability to satisfy Occupational Health screening. Adaptable and flexible according to the demands of the service. Understanding of need to maintain confidentiality. Qualifications Essential Good general education to include CSE or GCSE in English Language and Maths or equivalent/experience. Desirable NVQ Level 2 qualification in related subject. IT skills qualifications; CLAIT or ECDL computer course. Person Specification Personal Attributes Essential Friendly, respectful of colleagues, approachable. Ability to act diplomatically in sensitive situations. Good Customer Service skills. Knowledge and Awareness Essential Confidentiality issues. Awareness of own limitations. Desirable Awareness of Health & Safety issues. Awareness of Moving & Handling issues. Skills and Abilities Essential Keyboard skills. Develop and maintain positive working relationships. Demonstrate effective and clear written, verbal and telephone, communication skills. Work with demanding workloads and prioritise tasks. Maintain a safe working environment for self and others. Willingness to take on tasks. Desirable Proven record of excellent filing and organisational skills. Experience Essential Experience of working with filing systems. Experience of good customer or patient care. Work with IT systems. Desirable Previous experience in an administrative role. Experience of working within a related area e.g. Health/Social Care setting. A willingness to learn NHS computer software systems. Experience of working with confidential material. Other Essential Ability to satisfy Occupational Health screening. Adaptable and flexible according to the demands of the service. Understanding of need to maintain confidentiality. Qualifications Essential Good general education to include CSE or GCSE in English Language and Maths or equivalent/experience. Desirable NVQ Level 2 qualification in related subject. IT skills qualifications; CLAIT or ECDL computer course. 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. Certificate of Sponsorship 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. Certificate of Sponsorship 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). Employer details Employer name Mid Yorkshire Teaching NHS Trust Address Pinderfields Hospital Aberford Road Wakefield West Yorkshire WF1 4DG Employer's website https://www.midyorks.nhs.uk/ (Opens in a new tab)