Screening Data Clerk

At Harrogate and District NHS Foundation Trust, we aim to reflect our values in everything we do - Kindness, Integrity, Teamwork and Equality. So if you’re looking for an interesting and rewarding career in the NHS, where you can make a real difference to patients’ lives, Harrogate and District NHS Foundation Trust is the place for you.

“We are committed to providing the best possible levels of healthcare and we can only do this with the help of our incredible colleagues. We have a Strategy that is designed to empower, excite and mobilise everyone in the Trust behind a common purpose and that supports our cultural values of Kindness, Integrity, Teamwork and Equality.”

Main area admin Grade NHS AfC: Band 3 Contract Permanent: Office hours Hours Part time - 22.5 hours per week (Over 3 to 5 days) Job ref 421-PSC-2021R

Site Harrogate Hospital Town Harrogate Salary £24,071 - £25,674 per annum pro rata Salary period Yearly Closing 15/04/2025 23:59 Interview date 25/04/2025

Job overview

The role is based in Maternity Services in Harrogate Hospital and involves working closely with the Antenatal and Newborn Screening Co-ordinator. The post-holder will provide clerical and administrative support, mainly data entry and analysis on Excel spreadsheets, in order to have an oversight of Antenatal and Newborn Screening services. Applicants will be asked to provide evidence of Excel knowledge at the interview.

The post-holder will have the opportunity to organise their own data collection, within the parameters of national requirements.

It is a part-time job and there is possibility to spread the time during office hours and over 3 to 5 days a week.

Main duties of the job

The main responsibilities are to monitor failsafe mechanisms to ensure service users access screening tests in a timely manner and to provide data for reporting to national standards. The data collection is done via electronic systems and Excel spreadsheets. Applicants must be proficient in Excel functions.

The post-holder will also help with general administrative duties such as the dispatch of results, the building of reports or answering the phone.

Working for our organisation

Harrogate and District NHS Foundation Trust (HDFT) cares for the population in Harrogate and the local area, as well as across North Yorkshire, Leeds and parts of the North East.

At HDFT we provide outstanding care to both our patients and our staff and we value Kindness, Integrity, Teamwork and Equality. If you’re looking for an interesting and rewarding career in the NHS, where you can make a real difference to patients’ lives, HDFT could be the place for you!

We offer colleagues:

• A supportive culture so colleagues can bring their whole selves to work.
• Staff Recognition - as well as regular appraisals, we recognise achievements with our Making a Difference & Team of the Month Awards, along with annual Colleague Recognition Awards.
• Employee Support and wellbeing – we offer a wide range of staff benefits including an Employee Assistance Programme, counselling service and a fast-track Physiotherapy service.

Please note:

• Due to high levels of interest, posts may close early if we reach a sufficient number of applications.
• Visa sponsorship is only available for certain roles. Please ensure the role you are interested in meets the criteria for a visa before submitting your application.
• Please also be aware that the Trust does not offer relocation packages for Agenda for Change roles.
• All job offers are subject to satisfactory pre-employment checks.

Detailed job description and main responsibilities

Key responsibilities

This role will involve working closely with and provide clerical and administrative support to the Antenatal and Newborn Screening Coordinator and Deputy in order to have an overview of the delivery of antenatal and newborn screening programme at local level.

The main responsibility is gathering data on Excel spreadsheets and developing and reviewing failsafe mechanisms to report impending breaches to the Screening Co-ordinator so that service users have access to screening tests in a timely manner.

Main Duties & Responsibilities

1. To ensure all duties are carried out to the highest possible standard and to maintain patient confidentiality at all times.
2. To collect and collate data electronically from the Maternity and hospital systems. Knowledge of spreadsheets, excel and word are essential as the post-holder must be able to manipulate data, cross-reference e.g. VLOOKUP and summarise.
3. To be responsible for checking the quality of data, under the supervision of the Screening Co-ordinator, entered onto the electronic-patient record and identify gaps. The same data quality applies to failsafe systems in order to ensure that national standards are maintained.
4. To maintain databases of all patients who attend Maternity screening services and keep developing them under the guidance of the screening co-ordinator in order to meet the targets of the National Screening Committee and in order to provide local failsafe systems.
5. To also provide regular analysis of impending breaches on Failsafe systems and to alert the Screening Co-ordinator. To deal directly with National databases and failsafe (Northgate systems) when investigating system failures; a joint administrator with the Screening co-ordinator.
6. To respond expediently to abnormal results, highlighting them in person to the Screening Co-ordinator or Deputy to avoid delays.
7. Communicate with variety of different staff groups, including laboratory staff, Child Health Records, outside agencies in tertiary centres to obtain the required information to make sure that the correct screening tests and care has been delivered, as per national guidance.
8. To use own initiative to determine how the data needed is collected and uses own judgement to identify when to escalate key details to the Antenatal and Newborn Screening Co-ordinator or deputy.
9. To provide data to the Screening Co-ordinator for the Quarterly Key Performance Indicators (KPIs) and any other report.
10. To deal sensitively with all telephone messages and enquiries from patients, professionals and external agencies ensuring that messages are passed on promptly to relevant staff members.
11. Planning and prioritisation of own workload under supervision.
12. Performing clerical duties for the Antenatal and Newborn Screening Coordinator.
13. Assist with inspection and audit as required by the Trust under the supervision of the Screening Co-ordinator.
14. To undertake training as necessary in line with the development of the post and as agreed by Line Manager as part of the annual appraisal process. To be responsible for identifying own learning needs.
15. To adhere to Trust and departmental policies and procedures and governance framework.
16. Any other duties appropriate to the role.

Person specification

Experience

• Previous experience using word processing packages to create documents, reports, letters, etc.
• Willing to undertake training and learning programmes and to apply learning in the workplace.

Qualifications

• Educated to A level/ NVQ level 3 or equivalent experience.
• Proficient in Excel function such as VLOOKUP, Index and IF statement. Applicants will be asked to provide evidence at the interview.
• Good general education, including evidence of literacy and numeracy in English and Mathematics.
• Evidence of ongoing personal development.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Name Odile Poole Job title Antenatal and Newborn Screening Co-ordinator Email address odile.poole@nhs.net Telephone number 01423 555429