Receptionist/Clerical Assistant

Receptionist/Clerical Assistant Cardiac Physiology Department (12-Month Maternity Cover)

Location: Working across our 4 sites, which includes our new Community Diagnostic Centre

Hours: 30 hours per week, Monday to Friday

Contract: 12 months (Maternity Leave Cover)

Are you a friendly, organised, and reliable individual with excellent communication skills? Join our Cardiac Physiology Department as a Receptionist/Clerical Assistant and play a key role in providing support to our patients and healthcare professionals.

Key Responsibilities:

• Manning the reception desk and greeting patients
• Answering incoming calls and directing them appropriately
• Booking and managing patient appointments across multiple sites
• Ensuring accurate and timely data entry for patient records
• Assisting with general administrative tasks as required by the team

What we're looking for:

• Strong customer service and communication skills
• Experience in a receptionist or clerical assistant role (healthcare experience is a plus)
• Ability to manage multiple tasks and work in a busy environment
• Excellent attention to detail and organisational skills
• A team player with a professional and compassionate attitude

Main duties of the job

• To provide a welcome to the patients who are in contact with the department
• The post holder will be responsible for designated clerical duties in the department
• Play a lead role with administrative tasks in the department e.g. utilising IT systems in line with the departments Key Performance Indicators
• Promote effective customer focused communication with patients and service users.
• To respond to telephone and / or face to face enquiries complying with departmental guidance
• Request, cancel and re-arrange appointments in line with local and national targets.
• To assist with the confidential management of all types of patient record and ensure that all documentation is returned to the appropriate department, is accurately complete and promptly dispatched.
• To be responsible for the accurate and timely storing/scanning of records, e.g. referral letters.
• Assist with the preparation of patient records for outpatients in a timely manner as and when required.
• Operate trust IT systems ensuring correct data is held on the departmental database & Trust systems, and update as necessary.
• To arrange transport as necessary for the patient in accordance with requirements of the department.
• To carry out general administration duties and provide clerical assistance, as required
• Ensure that all hospital records are tracked
• Receive, sort and distribute goods and post delivered to the ward/department

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.

Application guidance:

We understand that more applicants are using AI technology to help with their applications. While these tools can be useful, they cannot fully capture your skills, knowledge, and experience. It's important that you personalise your application. Relying solely on AI is not recommended, as it may reduce your chances of success. Our screening process is thorough, so if you have used AI, please make sure to disclose this on your application form.

Job responsibilities

Key Responsibilities

• To provide a welcome to the patients who are in contact with the department
• The post holder will be responsible for designated clerical duties in the department
• Play a lead role with administrative tasks in the department e.g. utilising IT systems in line with the departments Key Performance Indicators
• Promote effective customer focused communication with patients and service users.
• To respond to telephone and / or face to face enquiries complying with departmental guidance
• Request, cancel and re-arrange appointments in line with local and national targets.
• To assist with the confidential management of all types of patient record and ensure that all documentation is returned to the appropriate department, is accurately complete and promptly dispatched.
• To be responsible for the accurate and timely storing/scanning of records, e.g. referral 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 outpatients in a timely manner as and when required.
• Operate trust IT systems ensuring correct data is held on the 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 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 Trusts File Tracker computer system.
• Receive, sort and distribute goods and post delivered to the ward/department.
• Attend regular departmental meetings. Attendance at least half of the meetings each year is an expectation.

Person Specification

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 or Social Care Setting
• A willingness to learn NHS computer software systems
• Experience of working with confidential material

Qualifications

• Good general education - 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 prioritise tasks
• Maintain a safe working environment for self and others
• Willingness to take on tasks

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.

£23,615 a year pro rated for part time positions