Administration Clerk

Administration Clerk - Booking & Scheduling Department

12 months fixed term
2 posts 18.75 hours per week (Job Share)
Band 2

The post holder will be responsible for providing efficient clerical support to medical secretaries and clinical teams. Responsibilities include maintaining office systems and standards; stationery stock controls; requesting and tracking notes, filing of letters and results; dealing with telephone enquiries and general administrative duties.

Experience of working within an NHS office environment would be advantageous, and be able to work as part of a team. Self-motivation, multi-tasking and flexibility are essential.

We work in a fast moving environment that will require you to have a flexible approach to meet competing demands so if you enjoy being busy and making a positive contribution in the workplace then this role is ideal for you.

To work as part of the centralised Booking, Scheduling, Secretarial and Administration Team providing an efficient clerical service and support to the team.

Tameside and Glossop Integrated Care NHS Foundation Trust serves a community of 250,000 people across Tameside & Glossop. We provide a range of quality services both within the hospital and across our community for both adults and children.Our vision is to improve health outcomes for our population and influence wider determinants of health through collaboration with our health & care partners.

We have a clear set of values & behaviours which we expect all of our staff to demonstrate & these are:

- Safety
- Care
- Respect
- Communication
- Learning

We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.

We recognise that flexible working is important. We take requests for flexible working seriously, consider any request we receive and try to work with you, so we can explore if your request may fit with the needs of the service.

**MAIN RESPONSIBILITIES**:
1. Appropriate use of relevant IT systems, e.g. Lorenzo.
2. Assists the team to maintain good office systems and practices.
3. Assists the team to maintain stationery stock control for the department.
4. Processing and collating documents for meetings.
5. Filing investigation results into case notes, tracking case notes, retrieving case notes.
6. General filing and distribution of correspondence generated by the typing pools and medical secretaries.
7. Respond appropriately and effectively redirecting enquiries from patients, hospital staff, GPs and others by telephone and letter. To arrange clinic appointments as required
8. Close co-operation and flexible working practices with the team and other departments across the organisation.
9. To respond and embrace requirements to change in working practice due to service developments and on occasions work in other areas from your base area.
10.Using own judgment prioritise tasks allocated by line managers.
11.Assist in training and induction of new starters
12.Any other duties commensurate with the role and in line with the requirements of the post.

KNOWLEDGE AND SKILLS
1. To have good interpersonal skills and to communicate effectively.
2. To be aware of current guidelines and the impact these have on day to day practices.
3. To be proficient in the use of IT systems, e.g. Lorenzo.
4. To work to current policies/guidelines.

EFFORT AND ENVIRONMENT
1. To regularly move quantities of case notes between locations, using a trolley.
2. To use a PC for different periods of time on a daily basis.
3. Combination of sitting, walking, standing and manual handling.
4. Concentration on telephone enquiries in relation to inter departmental request.
5. Concentration on taking telephone enquires that complex or potentially distressing and relay messages for others in the department