Job summary We are looking for a motivated and experienced Clerical Officer who is capable with IT and a strong team player to become part of our Child Health department team at Pontefract. Strong communication skills, ability to learn quickly and a flexible approach are essential. The position is interesting and varied and involves data collection of children and young people in the Wakefield and surrounding area. Full training will be given on the Child Health computer system, SystmOne, and the ability to input quickly and accurately onto the computer system is essential. Job overview The CHIS (Child Health Information Service) department stores health data for all children 0-19 on a specialised database to ensure children and young adults are offered vital immunisations and health screening. This information follows a child wherever they live in the UK so CHIS manages records for children as they move into or out of the Wakefield Area. What you will need to succeed in this role A range of IT applications including Microsoft Office High levels of attention to detail Flexible in working hours as some Saturdays may be required The ability to communicate with a wide range of professionals Enjoy working flexibly within a busy team An inquiring mind to follow-up inconsistencies and gaps in records Capable of understanding and working within processes and protocols guidelines Main duties of the job Child Health plays an important role in these programmes by providing a population register, recording outcomes, scheduling immunisations and providing failsafe functions. Sometimes this work involves routine processing of files but you will always need to be alert to inconsistencies and gaps in records. As a Clerical Officer your responsibilities will include: Processing Birth Notifications Recording screening results from New born Blood Spot and New Born Hearing programmes Processing Child Death Notifications Recording childhood immunisations and supporting immunisation scheduling Input outcomes of the Healthy Child Programme Ensuring population is accurate with children movements in and out and address changes Liaising with other professionals, for instance GPs, Maternity, Health Visitor providers and other Child Health departments About us We are an acute trust caring for over half a million people in Wakefield and Kirklees. Our 10,000 staff work in patients homes, the community, and our three hospitals in Pontefract, Dewsbury, and Pinderfields (Wakefield). We prioritise our people and values so we can deliver the best possible care to patients. Our team is friendly, passionate, and innovative, always seeking better ways to work. We support work-life balance and foster a diverse, inclusive environment where everyone belongs. Our staff networks offer safe spaces to share ideas and concerns so we can increase awareness and appreciation of equality, diversity, and inclusion. We welcome applicants from all backgrounds and especially encourage members of the LGBTQ community, ethnic minority groups, and people with disabilities or neurodivergence to apply, as they are currently underrepresented in the Trust. If you value caring, high standards, improvement, and respect, join the MY team to make a difference every day. Application guidance: We understand that more applicants are using AI technology to help with their applications. While these tools can be useful, they cannot fully capture your skills, knowledge, and experience. Its important that you personalise your application. Relying solely on AI is not recommended, as it may reduce your chances of success. Our screening process is thorough, so if you have used AI, please make sure to disclose this on your application form. Date posted 11 March 2025 Pay scheme Agenda for change Band Band 2 Salary £23,615 a year Contract Permanent Working pattern Full-time Reference number C9377-FCS5085 Job locations Friarwood House Friarwood lane Pontefract WF8 1PL Job description Job responsibilities Deal with Telephone enquiries in a professional and courteous manner, taking and forwarding messages accordingly. To request, cancel and arrange appointments for the Community Paediatric Team, when required. Provide reception cover at PGI for community paediatric clinics, when required. Enter any outstanding immunisations on behalf of GPs, School Nursing, and other health professionals. Merge of duplicate records in accordance with the Trust policy Record and Scan consent for immunisations onto SystmOne Request notes from other authorities as required by Medical and Nursing Staff. Ensure child details or input on SystmOne prior to referring to the 0-19 Service, Children in Care, Childrens Community Nursing etc, amend demographics, schools, and GP information for each individual child. Assist with the typing of medical correspondence using the relevant Bighand dictation system to a high and accurate standard. This may include clinic letters, medico-legal reports, and other administrative work. Transfer records to other authorities as notified by the 0-19 Service, ensuring that clinical staff have done a full review prior to sending to the new are of residence. Using National Directory to find appropriate CHRD and request notes. Receive school registers for all schools within the Wakefield area and enter school information for each child onto SystmOne. Alert 0-19 Service of any missing children and ensure that the child is added to the missing child list held separately. Register all births onto SystmOne ensuring all birth details are present prior to referring to the Health Visiting Team Liaise with the Maternity service where any errors on a birth notification are identified. Inform GPs/Health Visiting of any expectant Hep B positive mothers, including the expected date of delivery. Job description Job responsibilities Deal with Telephone enquiries in a professional and courteous manner, taking and forwarding messages accordingly. To request, cancel and arrange appointments for the Community Paediatric Team, when required. Provide reception cover at PGI for community paediatric clinics, when required. Enter any outstanding immunisations on behalf of GPs, School Nursing, and other health professionals. Merge of duplicate records in accordance with the Trust policy Record and Scan consent for immunisations onto SystmOne Request notes from other authorities as required by Medical and Nursing Staff. Ensure child details or input on SystmOne prior to referring to the 0-19 Service, Children in Care, Childrens Community Nursing etc, amend demographics, schools, and GP information for each individual child. Assist with the typing of medical correspondence using the relevant Bighand dictation system to a high and accurate standard. This may include clinic letters, medico-legal reports, and other administrative work. Transfer records to other authorities as notified by the 0-19 Service, ensuring that clinical staff have done a full review prior to sending to the new are of residence. Using National Directory to find appropriate CHRD and request notes. Receive school registers for all schools within the Wakefield area and enter school information for each child onto SystmOne. Alert 0-19 Service of any missing children and ensure that the child is added to the missing child list held separately. Register all births onto SystmOne ensuring all birth details are present prior to referring to the Health Visiting Team Liaise with the Maternity service where any errors on a birth notification are identified. Inform GPs/Health Visiting of any expectant Hep B positive mothers, including the expected date of delivery. Person Specification Knowledge & Awareness Essential Understanding of current challenges facing the NHS locally and nationally Knowledge of the Data Protection Act and awareness of confidentiality. Awareness of own limitations. Desirable Awareness of Health & Safety issues Awareness of Moving & Handling issues. Personal Attributes Essential Confidence in own abilities Ability to establish effective working relationships. Strong attention to detail and accuracy Self-motivated Excellent communication skills Team worker Flexible approach to working arrangements. Analytical skills Aptitude for problem solving. Polite and friendly manner Qualifications Essential Good general education to include CSE or GCSE in English Language and Maths or equivalent/experience. RSA Level 2 Audio typing/word processing or equivalent qualification or experience Desirable NVQ Level 2 qualification in related subject IT skills qualifications; CLAIT or ECDL computer course Skills and Abilities Essential Excellent organisational skills Computer Skills Able to work under pressure & to strict deadlines. Able to work effectively across departmental boundaries. Demonstrate effective written, verbal and telephone communication skills with team/clients/relatives, using tact when required. Demonstrate knowledge of dealing with public/conflict Demonstrate a caring manner with an understanding disposition. High standard of accuracy Flexibility and able to adapt to change. Computer literate experience of using all Microsoft packages 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 Use of SystmOne Admin/Secretarial Experience 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 Person Specification Knowledge & Awareness Essential Understanding of current challenges facing the NHS locally and nationally Knowledge of the Data Protection Act and awareness of confidentiality. Awareness of own limitations. Desirable Awareness of Health & Safety issues Awareness of Moving & Handling issues. Personal Attributes Essential Confidence in own abilities Ability to establish effective working relationships. Strong attention to detail and accuracy Self-motivated Excellent communication skills Team worker Flexible approach to working arrangements. Analytical skills Aptitude for problem solving. Polite and friendly manner Qualifications Essential Good general education to include CSE or GCSE in English Language and Maths or equivalent/experience. RSA Level 2 Audio typing/word processing or equivalent qualification or experience Desirable NVQ Level 2 qualification in related subject IT skills qualifications; CLAIT or ECDL computer course Skills and Abilities Essential Excellent organisational skills Computer Skills Able to work under pressure & to strict deadlines. Able to work effectively across departmental boundaries. Demonstrate effective written, verbal and telephone communication skills with team/clients/relatives, using tact when required. Demonstrate knowledge of dealing with public/conflict Demonstrate a caring manner with an understanding disposition. High standard of accuracy Flexibility and able to adapt to change. Computer literate experience of using all Microsoft packages 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 Use of SystmOne Admin/Secretarial Experience 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 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 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 The Mid Yorkshire Teaching NHS Trust Address Friarwood House Friarwood lane Pontefract WF8 1PL Employer's website https://www.midyorks.nhs.uk/ (Opens in a new tab)