Job summary We are seeking to recruit a well-motivated, reliable individual with good communication/interpersonal skills to join our admin & clerical team for 37.5 hours per week, Monday to Friday 8.30am to 5pm. Duties will include data entry, and general admin duties. Applicants must have a flexible approach and be able to use their own initiative. Applicants must be educated to GCSE standard with a pass in English. Accurate data entry skills are a must as well as good all round computer skills. Previous experience of working in a reception/administrative role is also essential. Accuracy and attention to detail is key for this role. PREVIOUS APPLICANTS NEED NOT APPLY Main duties of the job The post holder will have excellent typing, administration and communication skills. You will need to ensure all clinical correspondence is typed and processed within specific timescales and have very good attention to detail. You will also be required to book appointments, send out clinic letters and deal with any outpatient queries coming into the department. The day-to-day working relationships include face-to-face, telephone and electronic communication, other administrative and clerical staff, all staff groups within the Trust, numerous outside agencies including patients, their carers, GPs and other hospitals The post holder will work flexibly with other secretarial colleagues in the overall provision of secretarial support to the community paediatric team. About us We provide care and support to over a 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 29 October 2024 Pay scheme Agenda for change Band Band 2 Salary £23,615 a year Contract Permanent Working pattern Full-time Reference number C9377-FCS2227a Job locations Trust HQ and Education Centre, Pinderfields Hospital Aberford Road Wakefield West Yorkshire WF1 4DG Rowan House C/o Rowan House Wakefield West Yorkshire WF1 4DG Job description Job responsibilities To ensure post addressed to the clinical teams is promptly collected, sorted and recorded. To sort and where appropriate in responding to incoming mail bring to the attention of senior member of staff anything that is out of there remit. Be a part of the clinical team. Provide a friendly and professional service, dealing with enquiries following Trust policies. Assist clinicians with administrative tasks, e.g. utilising IT systems or ensuring paper forms are completed and sent to relevant departments in a timely manner in line with the ward/departments Key Performance Indicators To ensure all duties are undertaken in line with standard operating procedures and to enable the achievement of Trust and Service specific Key Performance Indicators. Assist with, receive and respond appropriately to telephone and personal enquiries from patients, relatives, GPs, other consultants and external bodies, referring enquiries to the clinical team where necessary and escalate as appropriate within the Trust complaints procedure. Assist with prioritising and ensuring clinical investigations are acted upon. The post holder must ensure urgent matters, for example urgent referrals are escalated as appropriate. Accurate recording of all computerised based patient records, updating and amending information in a timely manner as per standard operating procedures. Undertake routine or ad hoc data validation as directed. Assist with and bring to the clinical teams attention results of investigations from patients/deal with appropriately in a timely manner i.e. ensuring appropriate follow-up appointments are made and results are stored appropriately in patient records. Keep an up to date and accurate record of patient case notes entering and leaving the department. Assist with the typing of medical correspondence using audio transcription and relevant IT systems to a high and accurate standard. This may include clinic letters, medico-legal reports and other administrative work. Booking meeting rooms as requested. Assist with the receipt of referral letters with timely input onto the computerised IT Systems within standard operating procedures. To be responsible for ensuring copies of correspondence are stored in the patients records in a timely manner in accordance with standard operating procedures. To undertake general secretarial duties including faxing, photocopying, filing and assisting with the smooth operation of the department. To assist with the confidential management of patient records and ensure that all documentation is returned to the appropriate department and is accurately completed and promptly dispatched. Assist with the preparation of patient records for admission, transfer and discharge in a timely manner in line with standard operating procedures as required. Operate IT systems ensuring correct personal details of patients 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 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, or other relevant IT system. Job description Job responsibilities To ensure post addressed to the clinical teams is promptly collected, sorted and recorded. To sort and where appropriate in responding to incoming mail bring to the attention of senior member of staff anything that is out of there remit. Be a part of the clinical team. Provide a friendly and professional service, dealing with enquiries following Trust policies. Assist clinicians with administrative tasks, e.g. utilising IT systems or ensuring paper forms are completed and sent to relevant departments in a timely manner in line with the ward/departments Key Performance Indicators To ensure all duties are undertaken in line with standard operating procedures and to enable the achievement of Trust and Service specific Key Performance Indicators. Assist with, receive and respond appropriately to telephone and personal enquiries from patients, relatives, GPs, other consultants and external bodies, referring enquiries to the clinical team where necessary and escalate as appropriate within the Trust complaints procedure. Assist with prioritising and ensuring clinical investigations are acted upon. The post holder must ensure urgent matters, for example urgent referrals are escalated as appropriate. Accurate recording of all computerised based patient records, updating and amending information in a timely manner as per standard operating procedures. Undertake routine or ad hoc data validation as directed. Assist with and bring to the clinical teams attention results of investigations from patients/deal with appropriately in a timely manner i.e. ensuring appropriate follow-up appointments are made and results are stored appropriately in patient records. Keep an up to date and accurate record of patient case notes entering and leaving the department. Assist with the typing of medical correspondence using audio transcription and relevant IT systems to a high and accurate standard. This may include clinic letters, medico-legal reports and other administrative work. Booking meeting rooms as requested. Assist with the receipt of referral letters with timely input onto the computerised IT Systems within standard operating procedures. To be responsible for ensuring copies of correspondence are stored in the patients records in a timely manner in accordance with standard operating procedures. To undertake general secretarial duties including faxing, photocopying, filing and assisting with the smooth operation of the department. To assist with the confidential management of patient records and ensure that all documentation is returned to the appropriate department and is accurately completed and promptly dispatched. Assist with the preparation of patient records for admission, transfer and discharge in a timely manner in line with standard operating procedures as required. Operate IT systems ensuring correct personal details of patients 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 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, or other relevant IT system. Person Specification Knowledge and Awareness Essential Demonstrate knowledge of dealing with public/conflict Sensitive to confidential environment Understanding and knowledge of work policies and procedures Awareness of own limitations Desirable Awareness of Health & Safety issues Awareness of Moving & Handling issues Knowledge of Trust/Patient Access Policy/Medical Records Policies Skills and Abilities Essential Proven ability of working on own initiative within standard operating procedures. Ability to organise self, working to deadlines and ensuring quality standards Demonstrate good verbal and written communication skills with team/clients/relatives, using tact when required Demonstrate a caring manner with an understanding disposition Flexibility and able to adapt to change Able to work as part of a team Experience Essential Admin/secretarial experience Experience of good customer service or patient care Desirable Secretarial experience Previous NHS/healthcare administrative role Experience of working with patients requiring health care Experience with NHS/healthcare software systems Work with computer software programmes such as Microsoft Office, e-mail and internet Personal Attributes Essential Confidence and ability to establish effective working relationships Calm under pressure Flexible approach to working arrangements Strong attention to detail and accuracy Self motivated Working within Trust policies and procedures, and referring to Line Manager as appropriate Appropriate physical skills in accordance to the role requirements e.g. Speed, accuracy, dexterity Professional appearance Patient focused Desirable Evidence of ongoing personal development and willingness to further progress ( knowledge and skills framework and continuing personal development Qualifications Essential RSA Level 2 typing/word processing or equivalent qualification or experience Sound educational background Desirable IT qualifications ECDL computer course RSA3 4 GCSEs Knowledge of Medical Terminology Other Essential Ability to satisfy Occupational Health screening Adaptable and flexible according to the demands of the service. Understanding of need to maintain confidentiality Person Specification Knowledge and Awareness Essential Demonstrate knowledge of dealing with public/conflict Sensitive to confidential environment Understanding and knowledge of work policies and procedures Awareness of own limitations Desirable Awareness of Health & Safety issues Awareness of Moving & Handling issues Knowledge of Trust/Patient Access Policy/Medical Records Policies Skills and Abilities Essential Proven ability of working on own initiative within standard operating procedures. Ability to organise self, working to deadlines and ensuring quality standards Demonstrate good verbal and written communication skills with team/clients/relatives, using tact when required Demonstrate a caring manner with an understanding disposition Flexibility and able to adapt to change Able to work as part of a team Experience Essential Admin/secretarial experience Experience of good customer service or patient care Desirable Secretarial experience Previous NHS/healthcare administrative role Experience of working with patients requiring health care Experience with NHS/healthcare software systems Work with computer software programmes such as Microsoft Office, e-mail and internet Personal Attributes Essential Confidence and ability to establish effective working relationships Calm under pressure Flexible approach to working arrangements Strong attention to detail and accuracy Self motivated Working within Trust policies and procedures, and referring to Line Manager as appropriate Appropriate physical skills in accordance to the role requirements e.g. Speed, accuracy, dexterity Professional appearance Patient focused Desirable Evidence of ongoing personal development and willingness to further progress ( knowledge and skills framework and continuing personal development Qualifications Essential RSA Level 2 typing/word processing or equivalent qualification or experience Sound educational background Desirable IT qualifications ECDL computer course RSA3 4 GCSEs Knowledge of Medical Terminology Other Essential Ability to satisfy Occupational Health screening Adaptable and flexible according to the demands of the service. Understanding of need to maintain confidentiality 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 Trust HQ and Education Centre, Pinderfields Hospital Aberford Road Wakefield West Yorkshire WF1 4DG Employer's website https://www.midyorks.nhs.uk/ (Opens in a new tab)