Clerical Administrator

An exciting opportunity is available to join Specialist Services Administration team at North Tees & Hartlepool NHS Foundation Trust. There is continuous opportunities within this department to support progression and also opportunities in supporting with further training / completing Leadership/ Management / Supervisor apprenticeship courses.
The post holder will be responsible for day-to-day activity for the Trust and provide support and advice.

We are looking for a motivated, enthusiastic and highly efficient individual who will work as part of a large administration team in a busy
department. The post holder will be required to have excellent communication skills and be able to prioritise workload effectively.

Knowledge and efficient use of data / appointment systems - SystmOne, Trakcare, ICE, Choose & Book
- Processing of New Referrals for all Clinical teams within Specialist Services
- Booking appointments - support smooth running of clinics to ensure patients are in the right place at the right time.
- Act as first point of contact for patients and Health Professionals
- Providing factual, non clinical information to patients and callers are essential to the role.

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
1. Provide general reception duties, operation of switchboard, information and accurate message service at reception desks.
2. Ensure that all tasks are carried out to a high standard of quality which meets all departmental and organisation requirements.
3. To act as a telephone operator receiving incoming calls and making outgoing calls, communicating with patients as required or
determined by service needs
4. Provide factual, non clinical information to patients both face to face and over the telephone
5. Effective and efficient use and co-ordination of patient data/appointment systems including processing of new referrals into a service
6. Inputting of data to provide an effective information system to capture the 18-week data requirements
7. Responsible for the scheduling of clinics, sending out appointments and booking of clinic rooms. Preparation of case notes for clinic
sessions, using all appropriate technologies, procedures and guidelines.
8. To support with the process of issuing of requested equipment for example wheelchairs
9. Assist in the locating, collecting and returning of case notes supporting and maintaining accurate systems of tracking and tracing in line
with Trust Policies and Procedures.
10. Prepare patient files/service records for archiving, ensuring compliance with Trust Policies and Procedures.
11. Typing of letters, reports and other correspondence, and the input and checking of data and information into IT systems.
12. General office duties including opening and distributing of post, good housekeeping, filing, photocopying and monitoring and
maintaining of supplies and stationery.
13. Assist in the co-ordination of room usage.
14. Support and maintain the reporting mechanism with regard to general state of repair of premise/area. Ensure maintenance and
organisation of clinical and non-clinical environments
15. Adaptable and flexible to operational change within service. Supporting other services within the Directorate in admin and clerical duties
when necessary.
16. Post holders will travel different distances on a frequent basis across North of Tees locations
17. Demonstrate commitment to Improving Working Lives principles and flexible working patterns, to meet the needs of the service and
staff
18. Tackle discrimination and harassment, and promote equality and diversity in the workplace
19. Support the reduction of sickness absence; work place accidents; and promote zero tolerance on violence against staff
20. Take responsibility for personal development and education and the development of a Personal Development Plan.