Job summary Expected Shortlisting Date 28/03/2025 Planned Interview Date 01/04/2025 An exciting opportunity has become available to join the current administration team on a 12 month fixed term contract to cover maternity leave, within the cardiac Investigations at the Leeds General Infirmary and Cardio-respiratory investigations at St Jamess University Hospital a clerical officer. You will be working in a busy clinical department, performing a variety of administration tasks, which will include working with other members of the admin team and service managers to book patient appointments appropriately and ensure all patient access targets are met. You will need to demonstrate excellent organizational skills, be able to work independently, also as part of a team and have excellent communication skills. The ability to liaise with patients, clinical and administration staff within the department and across the organization is also integral to the role. Previous experience of working within hospital administration would be desirable but not essential. The successful applicant will be working cross-site between the LGI and SJUH. This role is a part-time 27 hours per week. Main duties of the job To greet patients and visitors to the department, providing an efficient and courteous service. To provide a full clerical support service to the Department including answering phone calls from patients and staff. To plan and book appointments in priority order in accordance with departmental policy in a timely and efficient manner About us Come and join our team in Leeds and become part of The Leeds Way sharing our vision and values. Our Trust is recognised for our staff engagement, great care and rated GOOD by the Care Quality Commission. Leeds Teaching Hospitals NHS Trust is one of the largest acute health providers in the UK and based in one of the fastest growing and vibrant cities in the north. At Cardio-Respiratory CSU, we aim to be a fair and supportive CSU with positive, caring teams who are champions of the Leeds Way values. Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are: Patient-centred Collaborative Fair Accountable Empowered Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions. Date posted 07 March 2025 Pay scheme Agenda for change Band Band 2 Salary £23,615 a year Contract Fixed term Duration 12 months Working pattern Full-time, Flexible working Reference number C9298-CRS-252 Job locations Leeds General Infirmary Great George Street Leeds LS1 3EX Job description Job responsibilities Principal Duties & Areas of Responsibility To be fully conversant with and adhere to standard operating procedures, policies and agreed departmental procedures. To promptly process patient and/or other correspondence, documentation, letters, reports etc. To provide a full clerical support service to the Department including organising, sorting and filing documents and papers; dealing with incoming and outgoing paper and electronic post as required; photocopying, faxing and distributing information by post or email; typing letters and other documents. To greet patients and visitors to the department, providing an efficient and courteous service, referring queries or concerns regarding patients and other visitors to the department to appropriate senior staff. To plan and book appointments in priority order in accordance with departmental policy in a timely and efficient manner and arrange transport/interpreting services where appropriate. Check/enter patient and /or other details on the Patient Administration and other Systems. To request and retrieve relevant information from the appropriate administration system (electronic or paper systems) as necessary including patient case notes. Prepare documentation for processing, including inputting, photocopying or scanning. Check documentation is complete and available when needed in relevant clinic. Report and respond to any system faults and errors. Maintain and update patient/departmental databases, ensuring patient and other information is accurately recorded, prioritising within departmental guidelines and escalating unresolved situations/issues to appropriate line manager. To deal with telephone and in-person queries from patients and relatives, Trust staff and external agencies in a polite and helpful manner, observing the need for discretion and courtesy. Taking responsibility for returning any follow up calls as necessary. Follow Departmental/Trust disposal and destruction procedures of confidential documentation, in line with Data Protection Act and Confidentiality. Collect and deliver patient or other documentation/reports around Trust when required. Provide suitable cover for other clerical staff in cases of absences, as delegated by line manager. Assisting to maintain high standards of care, including:- - Maintain a safe working environment, reporting incidents, accidents, complaints - Understand the need to maintain and respect patient confidentiality - Participate in in-service training - Participate in mandatory training annually - Participate in annual performance appraisal Visit and/or work at other designated Trust sites as required ensuring continuity of service/patient care. General office work and any other duties assigned by the Supervisor/Team Leader or Manager, which may include:- Monitor and maintain appropriate/agreed levels of stock and non-stock items, including stationery and office supplies maintain diaries for senior staff Job description Job responsibilities Principal Duties & Areas of Responsibility To be fully conversant with and adhere to standard operating procedures, policies and agreed departmental procedures. To promptly process patient and/or other correspondence, documentation, letters, reports etc. To provide a full clerical support service to the Department including organising, sorting and filing documents and papers; dealing with incoming and outgoing paper and electronic post as required; photocopying, faxing and distributing information by post or email; typing letters and other documents. To greet patients and visitors to the department, providing an efficient and courteous service, referring queries or concerns regarding patients and other visitors to the department to appropriate senior staff. To plan and book appointments in priority order in accordance with departmental policy in a timely and efficient manner and arrange transport/interpreting services where appropriate. Check/enter patient and /or other details on the Patient Administration and other Systems. To request and retrieve relevant information from the appropriate administration system (electronic or paper systems) as necessary including patient case notes. Prepare documentation for processing, including inputting, photocopying or scanning. Check documentation is complete and available when needed in relevant clinic. Report and respond to any system faults and errors. Maintain and update patient/departmental databases, ensuring patient and other information is accurately recorded, prioritising within departmental guidelines and escalating unresolved situations/issues to appropriate line manager. To deal with telephone and in-person queries from patients and relatives, Trust staff and external agencies in a polite and helpful manner, observing the need for discretion and courtesy. Taking responsibility for returning any follow up calls as necessary. Follow Departmental/Trust disposal and destruction procedures of confidential documentation, in line with Data Protection Act and Confidentiality. Collect and deliver patient or other documentation/reports around Trust when required. Provide suitable cover for other clerical staff in cases of absences, as delegated by line manager. Assisting to maintain high standards of care, including:- - Maintain a safe working environment, reporting incidents, accidents, complaints - Understand the need to maintain and respect patient confidentiality - Participate in in-service training - Participate in mandatory training annually - Participate in annual performance appraisal Visit and/or work at other designated Trust sites as required ensuring continuity of service/patient care. General office work and any other duties assigned by the Supervisor/Team Leader or Manager, which may include:- Monitor and maintain appropriate/agreed levels of stock and non-stock items, including stationery and office supplies maintain diaries for senior staff Person Specification Qualifications Essential Educated to GCSE grade C standard Desirable NVQ 2 Customer Care or equivalent Skills and Behaviours Essential Good interpersonal skills Professional attitude Reliable and trustworthy Team Player Experience Essential Competent IT Skills Previous experience working in office environment Desirable ECDL or equivalent Person Specification Qualifications Essential Educated to GCSE grade C standard Desirable NVQ 2 Customer Care or equivalent Skills and Behaviours Essential Good interpersonal skills Professional attitude Reliable and trustworthy Team Player Experience Essential Competent IT Skills Previous experience working in office environment Desirable ECDL or equivalent 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. Employer details Employer name Leeds Teaching Hospitals Address Leeds General Infirmary Great George Street Leeds LS1 3EX Employer's website https://www.leedsth.nhs.uk/ (Opens in a new tab)