Clerical Officer

Do you enjoy a challenge? Are you enthusiastic, organised and adaptable? If so, an opportunity has arisen within MY Therapy Community Rehabilitation Services to recruit a part-time (22.5 hour per week) Band 2 Clerical Officer.

MY Therapy service is a large community based MDT incorporating Occupational Therapists, Physiotherapists and support staff. The post holder will be responsible for carrying out general administration duties and providing clerical assistance to the team, as required.

The Community was rated as Good when last inspected by the CQC and the successful candidate will instil the Trust's values and behaviours in ensuring quality services continue to be delivered and to strive for further improvement.

In return we will offer:

• Regular supervision
• A friendly and supportive environment.
• An inclusive and thorough induction programme.
• Commitment to learning.

Please note the post holder will be required to travel across the Wakefield District and to work from multiple bases to meet service demand.

Please note that this role is not on the Home Office list of occupations eligible for sponsorship under the Skilled Worker route.

Main duties of the job

• To provide efficient, clear system of communication and filing to enable the ward/department to run effectively and smoothly.
• The post holder's attention is drawn to the confidentiality agreement at the foot of this job description.
• To partake in feedback in departmental and Trust wide/departmental policies, procedures and guidelines.
• Maintain a professional appearance in line with the Trust dress code.
• Uphold the Trust's values and behaviours (available on the Trust website) and behave in a manner fitting with the responsible position of the post holder, maintaining the public confidence.
• Maintain professional and courteous working relationships with staff and respect the equality and diversity of each and every person he/she comes into contact with in the course of his/her business.
• Uphold the privacy and dignity of the patient and respect the equality of patients at all times.

About us

We are an acute trust caring for over half a million people in Wakefield and Kirklees. Our 10,000 staff work in patients' homes, the community, and our three hospitals in Pontefract, Dewsbury, and Pinderfields (Wakefield). We prioritise our people and values so we can deliver the best possible care to patients. Our team is friendly, passionate, and innovative, always seeking better ways to work.

We support work-life balance and foster a diverse, inclusive environment where everyone belongs. Our staff networks offer safe spaces to share ideas and concerns so we can increase awareness and appreciation of equality, diversity, and inclusion. We welcome applicants from all backgrounds and especially encourage members of the LGBTQ+ community, ethnic minority groups, and people with disabilities or neurodivergence to apply, as they are currently underrepresented in the Trust.

If you value caring, high standards, improvement, and respect, join the MY team to make a difference every day.

Job responsibilities

• To provide a welcome to the patients/visitors to the ward/department.
• The post holder will be responsible for clerical duties in the ward/department.
• Assist clinicians with administrative tasks on the ward/departmental areas, e.g. utilising IT systems or ensuring paper forms are completed and sent to relevant wards/departments in a timely manner in line with the ward/departments Key Performance Indicators.
• To promote effective communication with patients and families.
• To answer telephone and/or face-to-face enquiries.
• To request, cancel and re-arrange appointments when necessary.
• To assist with the confidential management of patient records and ensure that all documentation is returned to the appropriate ward/department accurately complete and promptly dispatched.
• To be responsible for the accurate and timely storing/scanning of records, e.g. investigation reports & Letters.
• To report maintenance and domestic repairs to appropriate wards/departments on instruction from the departmental manager.
• Assist with the preparation of patient records for admission, transfer and discharge in a timely manner as and when required.
• Operate IT systems ensuring correct data is held on the ward/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 arrange transport as necessary for the patient in accordance with requirements of the ward/department.
• 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 Trust's File Tracker computer system, if working in the Hospital environment.
• Receive, sort and distribute goods and post delivered to the ward/department.
• Attend regular ward/departmental meetings when on duty. Attendance at least half of the meetings each year is an expectation.
• Assist with the delivery of e.g. specimens and the collection of x-rays, as required.

Person Specification

Knowledge and Awareness

• Awareness of own limitations.
• Knowledge and understanding of confidentiality issues.
• Awareness of Health & Safety issues.
• Awareness of Moving & Handling issues.

Qualifications

• Good general education to include CSE or GCSE in English Language and Maths or equivalent/experience.
• NVQ Level 2 qualification in related subject.

Skills and Abilities

• Develop and maintain positive working relationships.
• Demonstrate effective and clear written, verbal and telephone communication skills.
• Work with demanding workloads and ability to prioritise tasks.
• Maintain a safe working environment for self and others.
• Willingness to take on tasks.
• Proven record of excellent filing and organisational skills.

Experience

• Experience of working with filing systems.
• Experience of good customer or patient care.
• Work with IT systems.
• Previous experience in an administrative role.
• Experience of working within a related area e.g. Health/Social Care Setting.
• A willingness to learn NHS computer software systems.
• Experience of working with confidential material.

Personal Attributes

• Friendly, respectful of colleagues.
• Adaptable and flexible according to the demands of the service.
• Understanding of need to maintain confidentiality.

£23,614 a year pro rata per annum for part-time staff.