Clerical Officer - NHS
Job overview
The Clerical Officer will be responsible for providing a high quality clerical service to facilitate the effective delivery of the department’s administration function. This will include assistance with outpatient and day case reception duties, the recording of outpatient appointments and the collection and preparation of case notes for all visits.The post holder will work closely with other administrators, medical secretaries and the clinical teams to ensure all systems are managed effectively according to Trust procedure.
Main duties of the job- General reception duties including greeting patients, booking patients into clinics and outcoming appointments.
- Clinic preparation for outpatient and day case clinics, ensuring preparation forms and blood forms are completed and attached to clinic notes appropriately and tracked to appropriate department. This includes the collection of case notes from various locations around the hospital.
- Add to waiting lists for day case investigations taking instruction from a booking form.
- Provide clerical support to the secretarial team.
- Telephone patients to remind them of their clinic appointments
- Adhere to all written instructions on the clinic proformas with regard to scheduling and booking of appointments.
- Manage the booking of bone density scans ensuring that diagnostic waiting targets are not breached.
- Liaise with nursing staff to ensure accurate scheduling of day case procedures
- Ensure appropriate specific information is sent out to patients prior to their procedures
- Scan all relevant paperwork into patient case notes appropriately.
- Collate and disseminate all incoming and outgoing correspondence appropriately.
- Work with managers and administrative staff to review working practices, identify new improved ways of working, find solutions to problems and improve quality and range of services.
- Undertake general clerical tasks as delegated by the Medical Secretaries, to contribute to the smooth running of the service.
Working for our organisation
The Christie is one of Europe’s leading cancer centres, treating over 60,000 patients a year. We are based in Manchester and serve a population of 3.2 million across Greater Manchester & Cheshire, but as a national specialist around 15% patients are referred to us from other parts of the country.
We provide radiotherapy through one of the largest radiotherapy departments in the world; chemotherapy on site and through 14 other hospitals; highly specialist surgery for complex and rare cancer; and a wide range of support and diagnostic services.We are also an international leader in research, with world first breakthroughs for over 100 years.
We run one of the largest early clinical trial units in Europe with over 300 trials every year. Cancer research in Manchester, most of which is undertaken on the Christie site, has been officially ranked the best in the UK.
Detailed job description and main responsibilities- General reception duties including greeting patients, booking patients into clinics and outcoming appointments.
- Clinic preparation for outpatient and day case clinics, ensuring preparation forms and blood forms are completed and attached to clinic notes appropriately and tracked to appropriate department. This includes the collection of casenotes from various locations around the hospital.
- Add to waiting lists for day case investigations taking instruction from a booking form.
- Provide clerical support to the secretarial team.
- Telephone patients to remind them of their clinic appointments.
- Adhere to all written instructions on the clinic proformas with regard to scheduling and booking of appointments.
- Manage the booking of bone density scans ensuring that diagnostic waiting targets are not breached.
- Liaise with nursing staff to ensure accurate scheduling of day case procedures.
- Ensure appropriate specific information is sent out to patients prior to their procedures.
- Scan all relevant paperwork into patient case notes appropriately.
- Collate and disseminate all incoming and outgoing correspondence appropriately.
- Work with managers and administrative staff to review working practices, identify new improved ways of working, find solutions to problems and improve quality and range of services.
- Undertake general clerical tasks as delegated by the Medical Secretaries, to contribute to the smooth running of the service.
This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder. Other duties may be required from time to time, which are commensurate with the grade of the post. This job description is subject to regular review and appropriate modification.
Person specification
Qualifications
Essential criteria- Five GCSEs at grade C or above, or equivalent
- Evidence of further development
- European Computer Driving License or equivalent
- NVQ Level 2 or equivalent
Experience
Essential criteria- Previous experience in a patient/customer facing role
- Previous experience of dealing with patients/customers over the telephone
- Previous administrative and clerical experience in an NHS hospital environment
- Experience/knowledge of hospital patient administrative systems
Skills
Essential criteria- Excellent communication skills
- Ability to prioritise workload
- Attention to detail and accuracy
- Skills that would enable the post holder to perform more effectively in the role
Knowledge
Essential criteria- Knowledge of administrative processes
- Knowledge of Microsoft Office
- Basic knowledge of medical terminology
Values
Essential criteria- Ability to work under pressure
- Ability to use initiative
- Ability to work as an effective team member
- Good time management skills
The closing date for this post may be extended if there are insufficient applicants or brought forward if there is a high volume of applicants.
We want to ensure that everyone who works at the Christie or uses our services is welcomed, valued and treated with dignity and respect. The Christie values diversity and is committed to ensuring equal opportunities for all and fair representation across the organisation at all levels.In support of these commitments, we particularly welcome applications from Black, Asian and other ethnic minority people and people with disabilities for this post. Appointment will be only on merit.
We are committed to creating a balanced and diverse workforce. As such we welcome and encourage applications from people of all backgrounds. Together we will foster inclusion and tackle inequity and health inequalities in cancer care.
As users of the disability confident scheme, we guarantee to interview all disabled applicants who meet the minimum criteria for the vacancy
All positions within the Christie are subject to the receipt of satisfactory written references, medical clearance and evidence of your Right to Work in the UK. Some roles will require a Disclosure & Barring Service (DBS) check. Please note if you are successfully appointed to a post with this Trust, you will be required to pay for your own DBS Disclosure.
By applying for this post you are agreeing to The Christie NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job information will also be transferred into the national NHS Electronic Staff Records system.Please note, all communication regarding your application will be made via email, please ensure you check your junk/spam folders as emails are sometimes filtered there.
If you have not heard from us within four weeks of the closing date, I regret that on this occasion your application will have been unsuccessful.
The Inter-Authority Transfer (IAT) process is a critical and beneficial component of ESR and will form part of the recruitment process. In the event that you are successful following interview your previous NHS employment data, if applicable will be transferred from your current / most recent employer.
Overseas candidates wishing to apply for this position and who would require immigration sponsorship, may wish to self-assess the likelihood of obtaining a Certificate of Sponsorship for the post on the UKVI website.
You should be aware the Trust operates a No Smoking Policy and therefore employees are not permitted to smoke at work.