Clerical Assistant

5 months ago

Sheffield, United Kingdom Sheffield Children's NHS Foundation Trust Full time

This is an exciting opportunity to work within the Physiotherapy and Occupational Therapy Department for the Major Trauma and Rehabilitations Service.

Sheffield Children's Hospital is the only major trauma centre across South Yorkshire for children and young people who sustain severe injuries.

To provide a high quality and comprehensive administrative and clerical support to the Major Trauma & Rehabilitation Co-ordinator Service, based in the Physiotherapy & Occupational Therapy Department, E Floor, Stephenson Building, SCH.

Sheffield Children’s is one of three independent, specialist paediatric hospitals in the country, providing dedicated healthcare for children and young people across community, mental health and acute specialist settings.

We have three overarching aims that set the direction for the Trust in our vision “to create a healthier future for children and young people.”
- Outstanding patient care
- Brilliant place to work
- Leader in children’s health

Our commitment to rewarding colleagues is demonstrated through our brilliant reward and benefits offer including; generous annual leave entitlement and pension scheme and access to salary sacrifice schemes such as cycle to work and lease cars.

We are committed to supporting colleagues from different heritages and lifestyles while at work. This is supported through the offer we have in place for flexible working and the three equality network groups we have in place. Colleagues are encouraged to join these groups and request flexible working.

MAINDUTIES/RESPONSIBILITIES
- To provide an efficient and effective administrative and clerical support primarily to the Major Trauma and Rehabilitation service based at the Hospital site
- To provide a range ofclerical dutiesincluding the following:
- Copy typing of letters, reports and meeting minutes
- Minute taking
- Inputting of patient data to maintain Sharepoint and Excel Spreadsheets
- Making clinic appointments, sending out appointment letters, compiling clinic reports
- Contacting parents/carers to confirm clinic appointments
- Basic understanding of Excel to analyse data and produce data charts
- Accessing hospital systems, Edms, Careflow, QSM
- To input activity data on behalf of the Major Trauma & Rehabilitation Coordinator
- To provide a range of administrative and clerical duties commensurate with the grade including the following:
- Photocopying / scanning
- Filing
- Dealing with incoming post
- Tidying of the workspace
- Receive, distribute and action incoming and outgoing mail / phone messages.
- To deal with simple telephone calls from parents regarding queries about their child eg checking appointments, school or home visits. If the query is more complex it is essential that facts are assimilated and appropriate action / advice is given. Ensure the relevant Therapy staff are informed as appropriate. Escalate any complex / distressed parents telephone calls to the appropriate team member
- To provide a point of contact for written and telephone enquires to the service this may involve dealing with complaints e.g. cancelling appointments at short notice or issues relating to waiting lists and require the use of sensitive communication, de-escalation and negotiation skills.
- To ensure all information relating to messages, cancelled appointments etc is recorded accurately.
- To ensure effective communication at all times with the users of the service, colleagues, the Major Trauma & Rehabilitation Co-ordinator, other professionals and agencies and other clerical staff.
- To carry out other appropriate delegated duties as required.

ORGANISATIONAL
- To prioritise workload and priorities with support of the Major Trauma & Rehabilitation Co-ordinator.
- To demonstrate a flexible/adaptable approach to work in order to meet various deadlines.
- To keep the work area tidy, and organised to promote efficient working practices and liaise with maintenance staff when faults etc arise.
- To contribute on the development, implementation and promotion of departmental and Trust policies and procedures.
- To ensure effective use of time, resources and organisational skills in order to promote an organised and efficient working environment.

Inclusive Recruitment & Selection

Trust Values

The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:

- Compassion - leading by kindness and showing empathy, understanding and respect
- Accountability - striving to do the right thing and owning responsibility
- Respect - value differences, tackling inequality and fostering a culture of inclusion
- Excellence - delivering a high-quality standard of care

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