Clerical Officer

Location

Hyde, Greater Manchester | United Kingdom

Job description

SECTION 1- MAIN RESPONSIBILITIES: Provide a full range of clerical tasks to Healthcare Professionals. Have a variety of IT skills to be able to use spreadsheets, word processing, e-mails and basic keyboard skills. To use the patient administration system to book patient appointments. General office management skills such as filing/management of records and switchboard/telephone duties. You may be required to provide administration support for services being provided off site. To work as part of a team and to carry out tasks set by the Administrator/line manager. To be conversant with all of the services offered within Community Healthcare. To process incoming and outgoing mail. To undertake data inputting ensuring deadlines are met as set by the Administrator/line manager. Knowledge of Data Protection Act, patient confidentiality, risk management and health and safety procedures. To attend all Mandatory Training e.g. Fire Lectures, Manual Handling, Basic Life Support & Risk Management. To undertake waste management and energy saving procedures in accordance with trust policy and to assist with the collation of monthly waste management statistics as directed by the Administrator/line manager. To support the Administrator/line manager in the smooth running of the services provided by the community healthcare setting. Clerical officers are expected to cover at own and other community facilities during annual leave and sickness absences. The post will include a range of duties, which fall within clearly defined limits. SECTION 2- KNOWLEDGE AND SKILLS Communications Good communication skills to deal with enquiries to the department by telephone or face to face making. To communicate verbally and non-verbally to deal with enquiries from service users/relatives, members of the public and outside organisations. Ensure professional approach when booking appointments on patient administration system or directing patients to relevant services. Deal with mail, telephone enquiries and messages. To have an awareness of communication difficulties i.e. language, hearing and sight impaired patients. To communicate effectively and maintain good relationships with patients, medical professionals and other departments across the healthcare setting and other outside agencies. Direction of patients to the waiting areas and notifying the relevant department of the arrival, assisting where necessary disabled patients to the waiting areas or opening connecting doors for wheelchair users. Responsibility for Patient Care To ensure service users are given appropriate information and direction in relation to the services provided. Service users are greeted and dealt with in a courteous and professional manner. Assist patients/service users/carers/relatives during incidental contacts. Planning and Organising To use the patient administration system to book patient appointments and follow-up appointments. Organise and plan own day to day workload or activities in order to meet the demands of the job role. Management of own workload as delegated by the Administrator/line manager incorporating maintenance of filing systems including archiving and destruction, general upkeep of files, transferring records in accordance with Trust policies. The post holder is expected to use their initiative to a significant level and work without direct supervision. To assist with data collection and audit as requested by the Administrator/line manager. Due to the nature of the work, the clerical officer must be able to prioritise, as frequent interruptions can be expected from the public and professionals. Responsibilities for Physical and / or Financial Resources Ensure safe and efficient use of equipment, resources and consumables at all times. Monies taken for sale of vitamin drops and tablets and stock control of these items if based in a community facility. Responsibility for Policy and Service Development and Implementation To contribute to the review and development of policies as appropriate to the service. To identify areas that could be enhanced to support service development. Adhere to policies and procedures. To be aware of, comment on and/or actively participate in changes on policies, procedures or service developments. To embrace the department in making service improvements effective within the workplace. Responsibilities for Human Resources and Leadership. To participate in Performance & Development Review with the line manager. Using your knowledge and skills, provide support and guidance to staff as required. Support new or less experienced work colleagues to adapt to the workplace. Responsibilities for Teaching and Training Participate in training and development activities that are relevant to the job role. Responsibilities for data and information resources To use the patient administration system to book patient appointments and follow-up appointments. To use electronic communication systems such as emails, intranet, team brief and internal communication systems. Research, Development and Audit To provide assistance as requested by the Administrator/line manager to complete internal clerical audits. SECTION 3- EFFORT AND ENVIRONMENT Physical Skills and Effort When filing the post holder will have to bend, stretch and lift boxes of stationery or files, working in a limited space. The post holder is expected to move from their area of work to perform other duties related to the post in other parts of the building i.e. photocopying. The post holder is expected to travel to other community facilities to cover when the needs of the service demands. Frequent concentration when using the computer and answering telephone queries. Keyboard skills including touch-typing. The post holder is expected to switch from task to task throughout the day i.e. from I.T. work to answering the telephone and/or reception duties. Occasionally type or send letters of an emotional nature. Use VDU and telephony equipment regularly for long periods of time.

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