Clerical Officer

3 days ago

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

An exciting opportunity has arisen to join the Neuromuscular Team at Ryegate Children’s Centre.

You should be a compassionate, accountable individual who treats all colleagues, patients and service users with respect and seeks to deliver excellence in their role. You should share the Trust values and be committed to equality, diversity and inclusion.

You will be a key member of neuromuscular Team, who provides care to children. The teams are experienced, supportive, compassionate and forward thinking, and you will gain a wealth of knowledge, skills and experience through working with them.

To provide a high quality and comprehensive administrative and clerical support to the Neuromuscular Therapy Team within the Physiotherapy & Occupational Therapy service.

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.
- To provide an efficient and effective autonomous administrative and clerical support primarily to Neuromuscular Team based at Ryegate Children’s Centre.
- To provide a range ofclerical dutiesincluding the following:
- Audio and copy typing of letters, reports and discharge summaries
- Formatting and dissemination of reports, letters and other documents
- Inputting of new referrals, appointments and therapy contacts onto the Careflow

computer system in accordance with monthly deadlines
- Managing appointment, room and interpreter bookings
- Inputting and maintaining simple databases and spreadsheets
- Record, file and distribute notes/minutes from meetings
- Accessing hospital IT systems to gather information for clinical staff

To provide a range ofadministrative dutiesincluding the following:
- Photocopying
- Filing and scanning
- Dealing with incoming post
- Tidying the office environment
- Monitor, maintain and order office supplies / equipment
- Receive, distribute and action incoming and outgoing mail / messages.
- To deal with simple telephone calls from parents regarding queries about their child eg checking appointments. 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 telephone calls to the appropriate team member
- To provide a point of contact for written and telephone enquires to the department, this may involve dealing with complaints e.g. cancelling appointments at short notice or issues relating to waiting times 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 Team Leader, other professionals and agencies and other clerical staff as required.

PROFESSIONAL
- To undertake risk assessments on a daily basis, for example; work space, equipment, and self, using judgement skills to make the necessary adjustments in line with health and safety regulations.
- To comply with the Health and Safety at work regulations and all other health, safety and security standards in accordance with Trust policies.
- To treat as confidential information obtained during the course of duties undertaken.
- To be responsible for and maintain own continuing professional development.
- To participate in the staff Personal Development Review scheme and maintain a personal development plan.
- To participate and comply with the Trust mandatory training program plus other clerical in-service training provided by the Trust.
- To adhere to departmental and Trust policies and procedures.

ORGANISATIONAL
- To independently manage workload and use of own initiative to prioritise workload with support of the Team Leader or delegated supervisor as required.
- To keep the work area tidy and organised to promote efficient working practices and liaise with maintenance staff when faults etc arise.
- To comment on the development, implementation and promotion of departmental and Trust policies and procedures

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