Clerical officer

Job summary

We are looking for a motivated and well organised administrator with excellent communication, interpersonal, IT and organisational skills with previous clerical experience in a healthcare environment to join our team.

The successful candidate will be required to provide efficient, effective and comprehensive administrative support to the Community Neuro rehabilitation team and Fracture Liaison service working within a small pool of admin.

You will be professional, motivated, reliable, have a flexible approach to work and have the ability to work both independently and as a part of a team.

PLEASE NOTE, WE MAY CLOSE THIS VACANCY EARLY IF WE RECEIVE A HIGH NUMBERS OF APPLICATIONS.*Previous Applicants need not apply*

Main duties of the job

To provide efficient, effective and comprehensive administrative support to the team leader and the Community Neuro rehabilitation Team (CNRT) and Fracture Liaison service to enable the team to work at their most effective and support in the delivery of high quality care to patients.

To maintain Walsall Healthcare NHS Trust values in all aspects of the job.

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About us

Walsall Healthcare NHS Trust is an integrated Trust and the only provider of NHS acute care in Walsall, serving a population of 284,300, providing inpatient and outpatient services at the Manor Hospital as well as a wide range of services in the community. Walsall Manor houses the full range of district general hospital services under one roof. The £170 million development was completed in 2010 and the continued upgrading of existing areas ensures the Trust now has a state-of-the-art Critical Care Unit, Neonatal Unit, Obstetric Theatre, and Integrated Assessment Unit facilities.

A new Urgent Emergency Care Centre was opened in March 2023. The two-storey development has significantly improved emergency care facilities and capacity and has provided almost 5,000 square metres of additional clinical space.

Job responsibilities

• Respond promptly and appropriately to external and internal telephone queries from clients, carers/relatives, members of the general public and members of the multi-disciplinary team.
• To refer any clinical enquires to relevant clinical teams and team leaders in a timely manner.
• Receive, process, and register patient referrals onto the electronic patient record system in a timely and accurate manner
• Provide clerical support as required and/or as assigned.
• Transcribe clinical documentation from the Dragon speech recognition system, ensuring accuracy, timely completion, and appropriate upload to electronic patient record systems
• Handle, maintain and track departmental files and/or patient records accurately, confidentially and sensitively according to approved organisational and governance standards.
• Manage patient record filing systems, ensuring documentation is stored accurately and readily accessible to authorised staff.
• Process detail relating to patients and staff promptly and accurately and in an organised manner.
• Entering appointment details or other job related data into computer as required
• Arrange meetings and attend meetings if requested to take and produce accurate minutes of the meeting, circulation of supporting papers adhering to set timescales.
• Work on own initiative by planning own workload and/or tasks arranging own diary to resolve conflicting appointments to ensure needs of the service are met
• Requesting stationary and other consumables relevant to local base using e-procurement system and/or non stock in line with financial standing regulations and maintain adequate stock levels, receiving deliveries ensuring that they are checked, logged and forwarded to the appropriate staff member.
• Requesting stationary and other consumables relevant to local base using e-procurement system and/or non stock in line with financial standing regulations and maintain adequate stock levels, receiving deliveries ensuring that they are checked, logged and forwarded to the appropriate staff member.
• Reporting of faults i.e. general maintenance issues.

Person specification

Qualifications

Essential

• NVQ level 3 Business Administration and/or Equivalent level of knowledge gained through experience
• Training and experience appropriate to the departmental role

Desirable

• Equivalent level of knowledge gained through experience of working as a Clerical Officer within a healthcare role

Experience

Essential

• Experience of working on Microsoft Office applications such as Word, Excel and Powerpoint
• Experience of Diary management utilising Microsoft Outlook
• Able to monitor and maintain health, safety and security of self and others
• Able to maintain quality in own work, encourage others to do so and contribute to improving quality
• Able to support and promote equality and value diversity
• Able to work well within a team, with a flexible approach and be able to work in a high energy environment.
• Able to work on own initiative and prioritise own workload
• Ability to file patient records

Desirable

• Experience of using ESR, Info Hub and other Walsall Healthcare systems

Skills

Essential

• Will have excellent communication skills, both written , orally and electronically.
• The ability to work well in a team.
• The ability to utilise Fusion, Careflow and the Info Hub to gain data.
• Previous knowledge of Community and Healthcare Services
• Previous experience of trancribing clinical letters

Knowledge and Experience

Essential

• Equivalent level of knowledge gained through experience of working as a Clerical Officer within a healthcare role
• Experience of working on NHS systems such as Fusion and Careflow
• Experience of working on Microsoft Office applications such as Word, Excel and Powerpoint
• Experience of Diary management utilising Microsoft Outlook
• Experience of using ESR, Info Hub and other Walsall Healthcare systems