Maintain a professional appearance in line with the Trust dress code.
Uphold the Trust's values and behaviours (available on the Trust website) and behave in a manner fitting with the responsible position of the Departmental Clerk, maintaining public confidence.
Maintain professional and courteous working relationships with staff and respect the equality and diversity of each and every person he/she comes into contact with in the course of his/her business.
Uphold the privacy and dignity of the patient and respect the equality of patients at all times.
The post holder's attention is drawn to the confidentiality agreement at the foot of this job description.
Main duties of the job
To provide an efficient, clear system of communication and administration to enable the department to run effectively and smoothly.
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. It's 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.
Job 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 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 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 carry out general administration duties and provide clerical assistance, as required.
14. Ensure that all hospital records are tracked and booked using the Trust's File Tracker computer system.
15. Receive, sort and distribute goods and post delivered to the ward/department.
16. Attend regular departmental meetings. Attendance at least half of the meetings each year is an expectation.
Person Specification
Qualifications
* Good general education to include CSE or GCSE in English Language and Maths or equivalent/experience.
* NVQ Level 2 qualification in related subject.
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.
* Awareness of Moving & Handling issues.
Skills and 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.
Personal Attributes
* Friendly, respectful of colleagues.
Other
* Ability to satisfy Occupational Health screening.
* Adaptable and flexible according to the demands of the service.
* Understanding of need to maintain confidentiality.
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