Total 4 Administrative / Clerical job vacancies in DY8 4DG

To provide a contact either face to face or by telephone 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. 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 and booked using the Trusts File Tracker computer system. Receive, sort and distribute goods and post delivered to the ward/department. To cover goods in which includes moving and manhandling patient goods and stock received, as required. To organise and move clinic boxes on daily bases, ensuring patient goods are stored and sent to the relevant site / clinic room. Attend regular departmental meetings. Attendance at least half of the meetings each year is an expectation. The post holder will give relevant assistance and training as and when required to support all colleagues.

To ensure post addressed to the clinical/management team is promptly collected, sorted, recorded and actioned as appropriate. To act on own initiative where appropriate in responding to incoming mail. Act as a focal point for the clinical/management team. Provide a friendly and professional service, deal with enquiries from a multitude of sources following Trust policies and standard operating procedures. Liaise with members of the public, external bodies/agencies and internal staff of all levels by a variety of means i.e. face to face/phone/e-mail/letter/faxes on a daily basis. This will require analysis of queries/issues, making judgements about how to deal with them and escalating as appropriate. This may require the use of tact/ empathic or reassurance skills. In addition, persuasive skills are often required where agreement or co-operation is required in trying to avoid Trust complaints. Assist clinical/management teams with administrative tasks, e.g. utilising IT systems or ensuring paper forms are completed and sent to relevant departments in a timely manner in line with service specific standard operating procedures. To ensure all duties are undertaken in line with standard operating procedures and to enable the achievement of Trust and Service specific Key Performance Indicators. To undertake diary management, arrange appointments, schedules, venues (equipment and facilities) and resolve any conflicting appointments as required. Prioritise and ensure requests are acted upon in an appropriate and timely manner, within standard operating procedures and meeting KPIs. Accurate recording of all paper/computerised records, updating and amending information timely and within standard operating procedures. Undertake routine or ad hoc data validation as directed. Preparation/circulation of documentation for meetings/within prescribed timescales. Preparation of other documents, e.g. policies, procedures, presentations. preparation of orders and receiving of goods/services in order to maintain efficient running of the service. Undertake typing of correspondence using copy, audio tapes and relevant IT systems to a high and accurate standard. This may include letters, reports, minutes of meetings and other administrative work. Keep appropriate statistical records/information as and when required for the clinical/management team. Provision of statistical returns required at regular intervals. This may involve entering statistical data onto databases. To be responsible for ensuring copies of correspondence are stored in accordance with standard operating procedures. To attend meetings and appropriate Committees to provide secretarial support by taking minutes and arranging meetings, as and when required. To be responsible for the confidential management of records and ensure that all documentation is returned to the appropriate department in a timely manner and within standard operating procedures. The post holder will give relevant assistance and training as and when required to support all colleagues. 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.

To ensure post addressed to the consultant/clinical team is promptly collected, sorted, recorded and actioned as appropriate. To act on own initiative where appropriate in responding to incoming mail. Act as a focal point for the clinical team. Provide a friendly and professional service, deal with enquiries from a multitude of sources following Trust policies and standard operating procedures. Liaise with GPs, other hospitals, patients, internal medical/non-medical staff and medical/non-medical external staff by a variety of means i.e. face to face/phone/e-mail/letter/scanning on a daily basis. Assist clinicians with administrative tasks, e.g. utilising IT systems or ensuring paper forms are completed and sent to relevant departments in a timely manner, in line with service specific standard operating procedures. To ensure all duties are undertaken in line with standard operating procedures and to enable the achievement of Trust and Service specific Key Performance Indicators. To request, cancel and re-arrange appointments when necessary. Frequently receive and respond appropriately to telephone and personal enquiries from patients, relatives, GPs, other consultants and external bodies, referring enquiries to the consultants/clinical team where necessary. This will require analysis of queries/issues, making judgements about how to deal with them and escalating as appropriate. This may require the use of tact/empathic or reassurance skills. In addition, persuasive skills are often required where agreement or co-operation is required in trying to avoid Trust complaints. Prioritise and ensure clinical investigations are acted upon appropriately and timely, within standard operating procedures and meeting KPIs. Accurate recording of all paper/computerised patient records, updating and amending information timely and within standard operating procedures. Undertake routine or ad hoc data validation as directed. Preparation of documentation for MDTs. Keep an up to date and accurate record of patient case notes entering and leaving the department. Sourcing and distribution of case notes to other departments and hospitals e.g. File Tracker/relevant IT system. Undertake typing of medical correspondence using copy, digital dictation and relevant IT systems to a high and accurate standard. This may include clinic letters, medico-legal reports and other administrative work. Keep appropriate statistical records/information as and when required for the clinical team for audit purposes. Provision of statistical returns required at regular intervals. This may involve entering statistical data onto databases. Responsible for the receipt of referral letters with timely input onto the computerised IT Systems and ensuring that all patients demographic information is recorded accurately in order to arrange outpatient appointments for clinics in accordance with service specific requirements. To be responsible for ensuring copies of correspondence are stored in the patients records in accordance standard operating procedures. To attend meetings and appropriate Committees to provide secretarial support by taking minutes and arranging meetings, as and when required. This could include support to Consultants in their special interests role(s), e.g Clinical Tutor, Child Protection, etc. To be responsible for the confidential management of patient records and ensure that all documentation is returned to the appropriate department timely within standard operating procedures. To be responsible for the preparation of patient records for admission, transfer and discharge in a timely manner as and when required. The post holder will give relevant assistance and training as and when required to support all colleagues. To carry out general administration duties and provide clerical assistance, as required. To send and receive scanned documents via secure NHS email as per Trust policy. Ensure that all Hospital records are tracked and booked using the trusts File Tracker computer system, or other relevant IT system.

To ensure post addressed to the consultant/clinical team is promptly collected, sorted, recorded and actioned as appropriate. To act on own initiative where appropriate in responding to incoming mail. Act as a focal point for the clinical team. Provide a friendly and professional service, deal with enquiries from a multitude of sources following Trust policies and standard operating procedures. Liaise with GPs, other hospitals, patients, internal medical/non-medical staff and medical/non-medical external staff by a variety of means i.e. face to face/phone/e-mail/letter/scanning on a daily basis. Assist clinicians with administrative tasks, e.g. utilising IT systems or ensuring paper forms are completed and sent to relevant departments in a timely manner, in line with service specific standard operating procedures. To ensure all duties are undertaken in line with standard operating procedures and to enable the achievement of Trust and Service specific Key Performance Indicators. To request, cancel and re-arrange appointments when necessary. Frequently receive and respond appropriately to telephone and personal enquiries from patients, relatives, GPs, other consultants and external bodies, referring enquiries to the consultants/clinical team where necessary. This will require analysis of queries/issues, making judgements about how to deal with them and escalating as appropriate. This may require the use of tact/empathic or reassurance skills. In addition, persuasive skills are often required where agreement or co-operation is required in trying to avoid Trust complaints. Prioritise and ensure clinical investigations are acted upon appropriately and timely, within standard operating procedures and meeting KPIs. Accurate recording of all paper/computerised patient records, updating and amending information timely and within standard operating procedures. Undertake routine or ad hoc data validation as directed. Preparation of documentation for MDTs. Keep an up to date and accurate record of patient case notes entering and leaving the department. Sourcing and distribution of case notes to other departments and hospitals e.g. File Tracker/relevant IT system. Undertake typing of medical correspondence using copy, digital dictation and relevant IT systems to a high and accurate standard. This may include clinic letters, medico-legal reports and other administrative work. Keep appropriate statistical records/information as and when required for the clinical team for audit purposes. Provision of statistical returns required at regular intervals. This may involve entering statistical data onto databases. Responsible for the receipt of referral letters with timely input onto the computerised IT Systems and ensuring that all patients demographic information is recorded accurately in order to arrange outpatient appointments for clinics in accordance with service specific requirements. To be responsible for ensuring copies of correspondence are stored in the patients records in accordance standard operating procedures. To attend meetings and appropriate Committees to provide secretarial support by taking minutes and arranging meetings, as and when required. This could include support to Consultants in their special interests role(s), e.g Clinical Tutor, Child Protection, etc. To be responsible for the confidential management of patient records and ensure that all documentation is returned to the appropriate department timely within standard operating procedures. To be responsible for the preparation of patient records for admission, transfer and discharge in a timely manner as and when required. The post holder will give relevant assistance and training as and when required to support all colleagues. To carry out general administration duties and provide clerical assistance, as required. To send and receive scanned documents via secure NHS email as per Trust policy. Ensure that all Hospital records are tracked and booked using the trusts File Tracker computer system, or other relevant IT system.