Clerical Officer
Job overview
An exciting opportunity in the Planned Investigation Unit
Clerical Officer
We are looking for a Clerical Officer to join our dynamic team of highly motivated individuals.
We are looking for an enthusiastic and energetic individual to work in this extremely busy department. The post is both interesting and varied and requires someone to show initiative and work as a member of a team. Applicants should have a responsible attitude and be able to demonstrate good communication skills, as regular liaison is required with patients, Trust personnel and the general public.
Plymouth Hospitals NHS Trust is an Equal Opportunities employer, and is actively working toward a smoke-free environment. Under the Trust’s Green Commuter Strategy, onsite parking is restricted.
Working in partnership towards the Peninsula Medical School
Please contact Ria Palmer (Admin team leader) 01752439982
***Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Main duties of the job
To provide a clerical service to the Planned Investigation Unit, and assist the nursing staff in the reception of patients and visitors to the unit. To assist in managing the PIU bookings to ensure that the space is maximised. To work in collaboration with staff in other areas of the Trust to facilitate a streamline service for the patient.
Working for our organisation
We are a people business – where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care.The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure.
PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY.If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100.
We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission.
We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams.
It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Detailed job description and main responsibilities
BOOKINGS- Establish the patients’ hospital number, date of birth, priority, planned length of stay and criteria for a Planned Investigation Unit admission.
- Keep iPM up to date at all times
- Be aware of sequences of any test packages, so as not to jeopardise any of the investigations
- Liaise with departments to establish a date and time for planned procedures
- Organise time and date prior to procedure for patient’s to attend a Pre-assessment clinic, adding the appointment on iPM
- Phone patient to confirm the date and time of pre-assessment and planned procedure that is convenient for them. If not convenient, re-organise the date and time to be acceptable to them
- Ensuring the bookings process is in accordance with guidance and policy
- Ensure all appropriate information is given to the patient in advance of the procedure
- Assist the Ward Manager in managing the Planned Investigation Unit waiting list to ensure waiting list targets are not exceeded.
- Action cancellations from patients.
- Greeting patients’ relatives & visitors on arrival – issuing wristbands
- Sort all post and ensure it is dealt with accurately on the day.
- Ensure iPMs/SALUS system is kept up to date
- Ensure all GP Discharge Summaries are completed correctly and sent to the accurate General Practitioner.
- Organise transport as required ensuring patients are discharged in a timely manner.
- Attend, depart and outcome patients
- Request case notes to be on the Unit four working days prior to the patients planned admission.
- Accurately trace notes in and out of the Planned Investigation Unit on the iPM computer system.
- Collect notes from varying departments within the Hospital.
- Sending all notes to coding in a timely manner to facilitate PBR, when returned from coding, to the correct Medical Secretary or requesting Department.
- Filing
- Answers the telephones in a timely polite manner dealing with patient and relative enquiries, taking advice from the senior nurse were appropriate.
- Be competent with the iPM computer system
- Maintenance of case notes, including investigation reports, ensuring that all contents are filled strictly in accordance with the order laid down.
- List notes in preparation for collection by the Coding Department.
- All administrators on the Planned Investigation Unit to be able to work within all areas (Bookings, Reception, Notes)
- Assist & teach new staff members regarding working arrangements, Trust policies and strategies.
- Ensure work is complete and followed through at the end of the shift, communicating with colleges to ensure incomplete jobs are completed the same or following day.
- Requirement to exert physical effort when dealing with vast quantities of notes.
For further details please see the attached JD & PS
Person specification
Knowledge & Experience
Essential criteria- • Previous demonstrable clerical experience
- Demonstrable experience of working within a large clinical setting
- Working proven knowledge of patient management systems
Qualifications
Essential criteria- GCSE’s 9-4 (A-C) in Maths & English or equivalent level/ equivalent demonstrable experience AND NVQ level 2 in either business administration or related subject or equivalent demonstrable experience
Aptitude & Abilities
Essential criteria- Computer literate
- Good communication skills
PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY INCLUDING YOUR JUNK FOLDER.
If you need support with the online application process or require reasonable adjustments with the application and/or interview process please contact the Recruiting Manager for this post.
We recognise that work life balance is important for our colleagues and so we invite requests from applicants about less than full time/flexible working for our advertised roles. We recommend contacting the manager of the role prior to applying and we commit to giving requests full consideration.
We welcome and encourage applicants who identify with all protected characteristics to apply for our roles. We believe that diversity strengthens our teams and improves our patients' experience. At UHP we aim to create an inclusive workplace and hospital where everyone feels they belong and included.
It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Providing false information is an offence & could result in the application being rejected or summary dismissal/police action if an applicant is successful.
Please note that if you are successful in your application & accept the position you agree that the Staff Health and Wellbeing Department can access your health records from your current/previous employer in order to check the status of your inoculations & screening tests.This is an automated process & the information will only be used for these purposes prior to your taking up the position with us.
For Doctors Roles:
Unsolicited CVs and Candidate Profiles/Details
University Hospitals Plymouth has a commitment to sourcing candidates directly and as such we do not accept speculative CVs from agencies.
We do, however, work with a defined list of preferred HTE Framework suppliers who may be invited to support us in sourcing candidates for particular roles.
In line with our preferred supplier list, we only pay agency fees where we have a signed agreement in place and an agency has been instructed by a member of the Trust’s Medical Workforce team.
We do not pay agency fees where speculative and unsolicited CVs are submitted to the Trust or Trust employees by any other means than the official route above. Where this is not observed the Trust reserves the right to contact these candidates directly and initiate discussions without payment of any agency fee.
Any candidate details (whether written or spoken) or CVs that are referred directly will not constitute an introduction. The Trust will under no circumstances be responsible for any recruitment fees in relation to these contacts.
Submission of any unsolicited CVs, candidate’s details and/or proposals to the Trust will not be considered further and will be deemed evidence of full and unlimited acceptance of this Agency Protocol.
In order to establish and maintain good working relationships with the Trust’s agency suppliers, we ask that this Protocol is adhered to and thank you for your co-operation.