We have an exciting opportunity for a full time Clerical Officer to join the Administration Team in Boothroyd Day Care at Dewsbury Hospital.
You would be working in a small friendly experienced team, who strive to meet key targets and deliver high standards of service for The Trust.
Computer literacy skills are essential.
A knowledge of The Trust I.T Systems would be extremely beneficial for this role; however, training can also be given.
You need to have excellent communication skills both verbal and written, be able to prioritise your workload, and work in a busy environment.
The successful applicant will also be expected occasionally to work on ward 12 when clerical cover is required.
A positive attitude, an empathetic nature, willingness to learn, and professionalism are qualities key to this role.
The hours are Monday - Friday between the hours of 7am-6pm (negotiable).
Main duties of the job
1. Coding of clinics
2. Answering telephone calls from patients, relatives, and all the multidisciplinary team.
3. Liaising with nursing and medical staff.
4. Booking appointments for clinics.
5. Locating referrals.
6. Booking and discharging patients onto the computer.
7. Working on reception on ward 12 to cover when there is sickness absence or annual leave.
8. Creating patient medical notes ready for admission.
9. Clinics include - urology, pain, Day Surgery, and Endoscopy.
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.
Job responsibilities
Key Responsibilities
1. To provide a welcome to the patients who are in contact with the department.
2. The post holder will be responsible for designated clerical duties in the department.
3. Play a lead role with administrative tasks in the department e.g. utilising IT systems in line with the department's Key Performance Indicators.
4. Promote effective customer-focused communication with patients and service users.
5. To respond to telephone and/or face-to-face enquiries complying with departmental guidance.
6. Request, cancel, and re-arrange appointments in line with local and national targets.
7. To assist with the confidential management of all types of patient records and ensure that all documentation is returned to the appropriate department, is accurately complete, and promptly dispatched.
8. To be responsible for the accurate and timely storing/scanning of records, e.g. referral letters.
9. To report maintenance and domestic repairs to appropriate wards/departments on instruction from the departmental manager.
10. Assist with the preparation of patient records for outpatients in a timely manner as and when required.
11. Operate trust IT systems ensuring correct data is held on the departmental database & Trust systems, and update as necessary.
12. The post holder will give relevant assistance and training as and when required to support all colleagues.
13. To arrange transport as necessary for the patient in accordance with requirements of the department.
14. To carry out general administration duties and provide clerical assistance, as required.
15. To send and receive faxes in a safe haven environment as per Trust policy.
16. Ensure that all hospital records are tracked and booked using the Trust's File Tracker computer system.
17. Receive, sort, and distribute goods and post delivered to the ward/department.
18. Attend regular departmental meetings. Attendance at least half of the meetings each year is an expectation.
Person Specification
Experience
* Experience of working with filing systems.
* Experience of good customer or patient care.
* Work with IT systems.
* 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.
Knowledge and Awareness
* Confidentiality issues.
* Awareness of own limitations.
* Awareness of Health & Safety issues.
Skills & Abilities
* 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.
* Proven record of excellent filing and organisational skills.
Qualifications
* Good general education to include CSE or GCSE in English Language and Maths or equivalent.
* NVQ Level 2 qualification in related subject.
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.
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