Job summary
- Main area
- Administration
- Grade
- Band 2
- Contract
- 12 months (Fixed term: 12 months)
- Hours
- Full time - 30 hours per week (Mon Tues Thurs Fri 7.5 hours per day)
- Job ref
- 345-COM6305506-A
- Employer
- North Tees and Hartlepool NHS Foundation Trust
- Employer type
- NHS
- Site
- University Hospital of North Tees
- Town
- Stockton on Tees
- Salary
- £22,383 pro rata, per annum
- Salary period
- Yearly
- Closing
- 29/07/2024 23:59
Employer heading
Clerical Officer
Band 2
Job overview
A highly versatile Clerical Officer is required to work at North Tees Hospital site for 12 months fixed term.
2 x 30 hours
1 x 22.5 hours
The majority of the role will involve the preparation and scanning of patient case notes in the EDM dept ( Electronic Document Management). Retrieval of health records from the Health records library and various locations across the Trust and ensuring that these are Tracked and delivered in a timely and secure manner. This post will also provide administrative support within the Health Records dept such as filing, queries desk, and data entry using computer based systems.
The required candidate must have excellent communication skills, be enthusiastic, show initiative and be able to work independently but at the same time be a good team player.
Main duties of the job
The majority of the role will involve the retrieval of health records from the Health records library and various locations across the Trust and ensuring that these are Tracked and delivered in a timely and secure manner. This post will also provide administrative support within the Health Records dept such as filing, queries desk, and data entry using computer based systems.
The required candidate must have excellent communication skills, be enthusiastic, show initiative and be able to work independently but at the same time be a good team player.
This post demands a high level of physical fitness – the successful candidate must be able to cope with the physically demanding aspects of retrieving large numbers of health records and transporting them around the Trust using trolleys.
Working for our organisation
At North Tees & Hartlepool NHS Foundation Trust our main priority is, and always will be, to provide safe and high quality care to our patients every day; the kind of care we would want for ourselves and our loved ones. We want our organisation to be the best place to work with the right staff, in the right roles, at the right time, to ensure we deliver exceptional patient care and experience.
We will support staff through providing an inclusive and supportive workplace with health and well-being initiatives, staff benefits and opportunities for personal and professional development. Staff recognition is very important to us; as well as performance reviews and appraisals, we recognise staff through Star and Team of the month, colleague recognition – a note of thanks, Managers Awards, Shining Stars and Service Awards.
We recruit for values and “Together we are North Tees & Hartlepool”
Detailed job description and main responsibilities
To liaise with internal and external users for the receipt, triage and
management of routine and urgent casenote requests either by telephone,
email, memo or other electronic means
Locate and retrieve patient casenotes from the Health Records library’s on
request and despatch to relevant person/area within the stipulated time period
Conduct a thorough search to locate any case notes not in the main library or at their tracked location to ensure availability within required time period
To be responsible for moving heavy loads i.e. boxes of casenotes whilst
working within a restricted environment and adhearing to Health & Safety
procedures
To be responsible for the preparation of casenotes for all out-patient clinics,internal and out-reach sessions, ensuring an accurate, timely quality service to all users
To be responsible for the accurate and timely tracking of all casenotes into
and out of the department via the Patient Administration System (PAS)
tracking system
The registration of new patients on the PAS system as required
The printing of Choose and Book GP referrals as required
Ensuring that all relevant patient information is updated and accurate on the patients registration on the PAS including patient demographic information and patient alerts
Person specification
Qualification
Essential criteria
- GCSE grade c or aove in maths and english ( or equivalent qualifications)
- IT skills
Desirable criteria
- NVQ2 level 2 Business Administration
Experience
Essential criteria
- Proven ability in administration/clerical areas.
- Computer literate with experience of using MS Word, Excel and Outlook.
- Understanding of Caldicott Principles, Data Protection Act and Freedom of Information Act.
Skills
Essential criteria
- Excellent keyboard skills with experience of data input and validation.
Employer certification / accreditation badges
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
Further details / informal visits contact
- Name
- Diane Atkinson
- Job title
- Team Manager
- Email address
- [email protected]
- Telephone number
- 01642 624425
- Additional information
Diane Atkinson - Team Manager Health Records
T: 01642 624425
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