Clerical Officer Gastroenterology

Job overview

For details on eligibility criteria for a Skilled Worker visa, please follow this link to the gov.uk website Skilled Worker visa: Overview - GOV.UK (www.gov.uk)

We are hoping to recruit an experienced, enthusiastic and motivated clerical officer to join our friendly team.

You will be required to work closely within the secretarial team to provide clerical and administrative support to clinical and managerial staff over a 5 day week.

You should possess knowledge of Microsoft Word and have excellent communication and organisational skills.

• Provide administrative support to the Medical Secretarial Team, which will include duties such as printing clinical correspondence, photocopying, filing, recording of specific data and other duties as appropriate to the grade.
• Receive incoming telephone calls and deal with queries, take messages or direct as appropriate.
• Answer any queries that patients may have and/or direct to the appropriate person.
• Maintain and update information held on LE2.2 in a timely manner.
• File patient documentation in the appropriate section of the patient case notes.
• Deal efficiently with requests for case notes from staff and track to the relevant location using LE2.2
• Maintain filing order within medical record shelves.
• Update and amend patient details, when necessary, creating replacement front sheets and labels using LE2.2 Patient Admin system.
• To support and enhance the continual quality initiative ensuring a ‘quality first’ approach to all aspects of work.
• Opening and distribution of mail to relevant personnel.
• To be familiar with and adhere to the Health and Safety Policy and other Trust policies and procedures.
• Assist with any other general office duties as required.

Working for our organisation

The Gastroenterology and Hepatology team delivers care for a wide range of disorders involving the digestive tract, liver and pancreatico-biliary system with care delivered to both in patients and outpatients at the Royal Bolton Hospital site. We also run the following specialist services:

• Endoscopy and ERCP
• GI bleeds (Gastrointestinal bleeding)
• Outpatients Rapid Access Clinic (RAC)
• MDTs (Radiology, Upper GI, Lower GI Cancer, Histopathology
• Nutrition ward rounds including Percutaneous Endoscopic Gastrostomy (PEG)
• Alcohol services
• Inflammatory Bowel Disease (IBD) services

Detailed job description and main responsibilities

• Request and search for case notes as required using closed Library secure apps system, email and Le2.2.
• Collect and deliver case notes to all areas of hospital site prioritising urgent notes as required.
• Ensure all case notes are tracked when moved using Le2.2.
• Requesting stationery using Integra and NHS supplies systems and maintaining stationary stock levels for specialty secretaries.
• Participate in in-service training.
• To follow data quality procedures as appropriate.
• Answer telephone enquiries from patients/other departments and health professionals, ensuring clear and legible messages are relayed redirecting calls to appropriate department for action.
• Undertake other general office duties including scanning, printing, copying, filing, data entry, typing of letters from templates, use of email, tracking case notes.
• Assist with arranging new and follow up appointments following booking guidelines.
• Documentation - under supervision
• Communicate with tact and empathy and clarity when dealing with patients either face to face or over the telephone. Ensuring minimum data requirements are met and updated as appropriate.
• Assist with recording of clinical outcomes.
• Data input to excel spreadsheets and databases to assist with tracking of diagnostic procedures and to assist with the smooth running of the service.

• To follow national, trust and service standards, policies, procedures and guidelines.
• To respect the individuality, values and cultural diversity of patients and contribute to a service sensitive to these needs.

Person specification

Qualifications

• O level/GCSE English
• O Level/GCSE Maths

• NVQ 2 or equivalent experience in administration
• EDCL or equivalent IT qualification level of knowledge and experience.

Experience

• Knowledge of Microsoft office package (including word & excel

• Previous experience of working within an NHS setting.
• Previous Experience of the Trust patient administration system

Skills

• Work as part of a team
• Patient focused approach to work.
• Excellent written and verbal communication skills.
• Ability to work on own initiative
• Excellent Keyboard skills
• Good attention to detail skills

• Previous NHS experience of working with patients/public.

Knowledge

• Sound knowledge of office and admin procedures

Other

• Interest in NHS
• Flexible attitude to tasks

We are an inclusive employer who trains and develops our staff in a positive learning environment.

We thrive on cultivating cultural architecture, if you have the right skills, attitudes and behaviours, in line with our Trust values, we welcome and appreciate the diversity you bring to our organisation.

We offer a wide range of staff benefits please click on the link below to see what current benefits we have.

Staff benefits - Bolton NHS FT (boltonft.nhs.uk)

From time to time we may need to close a vacancy early when in receipt of a sufficient number of applications. If you are interested in this post and wish to be considered, we strongly advise you to complete and submit your application as soon as possible.