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Clerical Support Officer
3 months ago
Position Overview
Department: Children's Services - Central Access Point
Employment Type: Permanent Fixed-Term Contract for 12 months, with potential for extension and opportunities for additional roles
Working Hours: Monday to Friday, with the possibility of one remote working day after training, subject to operational requirements
Location: Various Trust sites
This role is part of an administrative team dedicated to providing centralized access support for Children's Specialist Community Services.
The service handles a significant volume of inquiries daily, and as an administrator, you will engage in call center operations, interacting with service users and healthcare professionals, with the aim of resolving inquiries effectively.
This position encompasses a diverse range of responsibilities including creating referrals, scheduling appointments, managing messages and inquiries, scanning documents, uploading them to the electronic records system, distributing reports, and performing routine administrative tasks.
The role also includes reception duties, welcoming families attending appointments, preparing clinic rooms, ensuring infection control protocols are followed, and managing waiting areas.
This is a highly demanding position requiring the ability to multitask efficiently and maintain a keen attention to detail.
Key Responsibilities
Serve as the initial point of contact for service users via the central communication channels. Participate in the administrative support for the Children's Services and Child and Adolescent Mental Health Services, including managing referrals and appointment scheduling. Follow up on missed appointments and outstanding review requests.Successful candidates will demonstrate the following competencies:
Proficient knowledge of patient management systems such as RIO and PIMMS. Proficiency in Microsoft Office applications. Strong communication and telephone skills. Ability to perform under pressure. Effective oral and written communication skills. Capacity to work independently, utilizing initiative to meet productivity targets aligned with service objectives. Excellent time management and reliability. Ability to prioritize and organize workload effectively. Capability to work collaboratively within a team. Empathy and tact in dealing with families, service users, and colleagues. Understanding of confidentiality principles in healthcare delivery. Flexibility to adapt to changing demands and frequent interruptions. Accurate recording of contacts and actions in the patient management system. Efficient processing of discharged files, ensuring accurate data entry into electronic record systems. Support administrative staff in learning office and reception protocols as directed by the Admin Team Lead. Assist with administrative tasks for clinicians and therapists in the community. Prepare documentation such as client reports and letters in accordance with local policies. Assist in processing data protection and subject access requests as needed. Compile and distribute reports and relevant information to parents and professionals, ensuring appropriate consent is obtained. Manage outgoing correspondence through various channels as appropriate. Maintain records of specialized clinical equipment and ensure proper maintenance schedules are followed. Organize training sessions and study days as required. Collect and report data as requested, ensuring accuracy and timeliness. Engage in personal development to enhance skills and knowledge relevant to the role. Collaborate with team members to cover office or reception duties as needed. Coordinate meeting logistics, including venue booking and refreshments. Document and distribute minutes from team meetings as requested. Perform typing and formatting tasks for various documents as required. Manage inventory of supplies and materials for service use. Ensure effective time management and task prioritization in line with departmental guidelines. Address complaints in accordance with local policies, escalating as necessary. Assist the Admin Team Lead in maintaining records of staff absences.Qualifications
Essential
Education at GCSE/CSE level C or above. IT skills equivalent to RSA2, NVQ2, or similar qualifications.Experience
Essential
Minimum of 6 months experience in an office environment. Experience in public-facing roles.Knowledge
Essential
Familiarity with office procedures and practices.