Clerical Officer (XN02)

Job summary

Do you have excellent communication and administrative skills and can work effectively as part of a team? Do you enjoy working in a busy environment and want a challenge? Then this could be the role for you!

At the Cardiology Admin, we are looking for a friendly, self-motivated, enthusiastic, and positive individual to join our team in a full-time position as a Clerical Officer. We are based at the Leeds General Infirmary. You will be joining a friendly, supportive team of administration staff, secretaries, doctors and nurses.

At LTHT, we pride ourselves of having the goal to be the best place to work, so if this is a role you are interested in, please apply to become the next Clerical Officer at Cardiology!

Why join our team?

1. You will join a large, friendly and supportive team
2. We will provide a full induction and training package tailored to your individual needs
3. We are committed to continuous professional development for all our staff
4. Opportunities for flexible working
5. Access to support forums led by staff in key areas including BAME, LGBTQ+, health and wellbeing, disability networks and more!

Expected Shortlisting Date: 14th April

Planned Interview Date: 21st April

Expected Shortlisting Date: 14/04/2025

Planned Interview Date: 21/04/2025

Main duties of the job

The successful candidate is expected to provide an efficient, effective and accurate administration to support the delivery of high standard and cost effective treatment for patients.

You will be responsible for making outpatient appointments, clinic preparation, updating patients medical records, dealing with patient enquiries, and supporting other healthcare professionals with a variety of administrative tasks. Therefore, having excellent communication and organisational skills, being able to work as part of a team as well as being able to use own initiative and working towards deadlines are essential for this role.

If you have the skills to take on this role, please apply. We want you on our team!

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:

1. Patient-centred
2. Collaborative
3. Fair
4. Accountable
5. 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: 20 March 2025

Pay scheme: Agenda for change

Band: Band 2

Salary: £23,615 a year

Contract: Permanent

Working pattern: Full-time, Flexible working

Reference number: C9298-CRS-258

Job locations: Leeds General Infirmary, Great George Street, Leeds, LS1 3EX

Job description Job responsibilities

Principal Duties & Areas of Responsibility

The postholder will undertake duties within the following range:

1. To be fully conversant with and adhere to standard operating procedures, policies and agreed departmental procedures.
2. To promptly process patient and/or other correspondence, documentation, letters, reports etc.
3. 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.
4. 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.
5. 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.
6. Check/enter patient and/or other details on the Patient Administration and other Systems.
7. To request and retrieve relevant information from the appropriate administration system (electronic or paper systems) as necessary including patient case notes.
8. Prepare documentation for processing, including inputting, photocopying or scanning.
9. Check documentation is complete and available when needed in relevant clinic or ward eg casenotes, test results and X-Rays etc.
10. Where necessary, to be responsible for handling and/or banking cash and cheques. May be authorised signatory for small cash/financial payments.
11. Report and respond to any system faults and errors.
12. 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.
13. 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.
14. Follow Departmental/Trust disposal and destruction procedures of confidential documentation, in line with Data Protection Act and Confidentiality.
15. Collect and deliver patient or other documentation/reports around Trust when required.
16. Provide suitable cover for other clerical staff in cases of absences, as delegated by line manager.
17. Assisting to maintain high standards of care, including:-
1. Maintain a safe working environment, reporting incidents, accidents, complaints
2. Understand the need to maintain and respect patient confidentiality
3. Participate in in-service training
4. Participate in mandatory training annually
5. Participate in annual performance appraisal
6. Visit and/or work at other designated Trust sites as required to ensure continuity of service/patient care.
18. General office work and any other duties assigned by the Supervisor/Team Leader or Manager, which may include:-
1. Monitor and maintain appropriate/agreed levels of stock and non-stock items, including stationery and office supplies
2. Maintain diaries for senior staff

Person Specification Experience Essential

• Willingness to undertake further professional development and training
• Experience in dealing with members of the public in a working environment

Desirable

• Previous NHS experience including Office Administration experience
• Experience of using administrative systems including data entry
• Operation of hospital out-patient receptions

Skills and Behaviours Essential

• A good team player, with the ability to work in a diverse and demanding environment in a multidisciplinary team
• Excellent communication skills both verbally and written that are clear and concise
• Effective interpersonal skills
• Good organisational and time management skills
• Basic computer literacy and willingness to further undergo training

Desirable

• Ability to use the Trusts Patient Administration System

Qualifications Essential

• Educated to GCSE Grade C or above in English and Maths
• ECDL qualification or willingness to undertake such training
• Knowledge of Computerised Office Systems

Desirable

• An Administrative qualification eg CLAIT, IBT

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/