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Job summary

Main area
Clerical Officer
Grade
NHS AfC: Band 2
Contract
Permanent
Hours
Full time - 37.5 hours per week (Mon - Fri 08.30 - 16.30)
Job ref
216-CB-M6574237
Employer
University Hospitals Plymouth NHS Trust
Employer type
NHS
Site
Derriford Hospital
Town
Plymouth
Salary
£23,615 Per Annum
Salary period
Yearly
Closing
30/09/2024 23:59

Employer heading

University Hospitals Plymouth NHS Trust logo

Clerical Officer

NHS AfC: Band 2

Job overview

A vacancy has arisen for a Clerical Officer in Cardiology at Derriford Hospital.

The applicant will ideally have demonstrable experience in office practice. The post holder will provide administration support to the Cardiology Department under the supervision of the Office Team Leader and subsequently the Clinical Administration Manager.

The post is interesting and varied and requires an ability to work as a member of a team.  Applicants should have a mature and responsible attitude and be able to demonstrate strong written and verbal communication skills.  Previous administration experience is desirable, though not essential.  Above all, applicants should take a flexible approach to their workload.

If you would like further information and an informal chat please contact Leanne Oliver via 01752 431663.

Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS at Risk staff throughout Devon who is able to display recent relevant experience as dictated by the Person Specification.

Main duties of the job

To provide comprehensive clerical support to the diagnostic cardiology department to enable the smooth flow of patients through the department. Cover various roles including reception, appointment booking, prepping, supply support to colleagues in the Cardiology department and the Device & ECG suite.

Working for our organisation

We are a people business – where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Detailed job description and main responsibilities

Arranging the collection and preparation of clinical notes for investigations and appointments, which include echocardiogram, exercise tests, tilt table, pacemaker implant, trans-oesophageal echocardiograms and others as required.

Registering referrals into the department.

Book new and follow-up appointments appropriately using PIMS system and clinical staff booking rules.

Adding patients to various waiting lists and sending out notification letters to patients

Register new patients on iPMs and creating hospital notes.

Respond to emergencies and the alarm system within the department and proceed accordingly, ascertaining level of emergency and alerting appropriate teams as necessary.

To provide reception duties, acting as a first point of contact for patients and where possible allay their fears to enable them to attend e.g. arriving and departing patients, booking further appointments, coding and adding an outcome for all appointments etc.

Check patients in and out of the department.

Arrange patient transport when necessary.

To expedite appointments when necessary.

Add and remove patients on the waiting lists as per the W/L policy.

Investigate DNA appointments, liaise with relevant referrer and rebook if necessary.

To liaise with staff in other areas to ensure the patients attendance runs smoothly and outcomes are completed on IPM.

Completing relevant paperwork correctly.

Deal with telephone and verbal enquiries promptly and courteously and provide advice when required.

To send test results with hospital notes to referrer on completion of tests.

To provide cover for all administrative posts during annual leave, periods of sickness and when there is a high demand in the service.

Completing patient information packs and booking post procedure follow ups

Preparing and updating procedure lists and distributing to relevant departments/areas/ wards within the agreed time scales.

To check investigation and procedure lists daily to ensure amendments made through cancellations and re bookings are addressed.

Arrange patient admissions for diagnostic procedures and last minute changes reacting to emergency admissions if required.

Exhibit a calm, efficient, polite manner to the public and colleagues in the department and elsewhere in the trust.

Person specification

Knowledge & Experience

Essential criteria
  • Demonstrable experience as a Clerical Officer or similar within a medical setting
  • Understanding of Hospital administrative procedures
  • Understanding of patient management systems
Desirable criteria
  • Proven knowledge of Cardiology diagnostic procedures

Qualifications

Essential criteria
  • GCSE’s 9-4 (A-C) in Maths & English
  • NVQ level 2 in either business administration or related subject or equivalent demonstrable experience

Aptitude & Abilities

Essential criteria
  • Highly organised, efficient administrator
  • Excellent telephone and interpersonal skills
  • Good verbal and written communication skills

Employer certification / accreditation badges

Disability confident leaderArmed Forces Covenant Gold AwardMindful employer.  Being positive about mental health.Defence Employer Recognition Scheme (ERS) - Gold

Applicant requirements

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.

Documents to download

Apply online now

Further details / informal visits contact

Name
Leanne Oliver
Job title
Recruiting Manager
Email address
[email protected]
Telephone number
07970545450
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