Clerical Officer

**Job Title**: Clerical Officer

**Job Grade**: Band 2

**Care Group**: Healthy Lives

**Location**: Trust Wide

**DBS Disclosure Level**: Standard - Only applies to Ward Based Staff

Based within the Paediatric Clinical Areas at University Hospital North Tees with possible cross site cover for University Hospital of Hartlepool.
- Reporting to the Administration Service Lead, and supported by Senior Administrators and Clinical Support Officers.
- The post will be based at the University Hospital of North Tees but may require cross site cover with the University Hospital of Hartlepool dependent on service need. The role will be situated within the Flexible Administration hub, part of the Healthy Lives Administration Department
- The post holder will work to a shift pattern which will include some weekend working depending on the needs of the service
- The opening hours for the Healthy Lives Administration Service are: Monday to Friday 8.00 - 18.00. Weekends and Bank Holidays 08:00 - 20:00 where applicable
- Undertake a full range of administrative support tasks, both within clinical administrative departments and on ward and clinic areas as and when required in line with service needs and priorities.
- Be fully conversant with and adhere to all work related policies, procedures and guidelines, ensuring that all work outputs are completed as required and that all related targets and timescales are met.
- Ensure that any/all work outputs are produced to a high standard of quality that meets all of the organisations requirements for Information Governance.
- Participate in all associated training, development and appraisal processes relevant to required duties of this post.
- Adhere to all Trust requirements relating to behaviours and professional conduct at work

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”
- Assist in the organisation of the referral of patients to other departments/hospitals for investigations / further treatment or second opinions (if applicable to work area).
- Assist with the organisation of any patient transport arrangements following appropriate trust policies, systems and processes (if applicable to work area).
- Scanning documents into patient record systems such as Trakcare / NHStop etc as and when required, following appropriate trust policies, systems and processes (if applicable to work area).
- Assist with the organisation of patient review arrangements where required, following appropriate trust policies, systems and processes (if applicable to work area)
- Undertake daily administrative and clerical duties detailed in departmental SOP’s to support the provision of patient care by taking direction from the Senior

Administrators and Clinical Support Officers as appropriate to ensure patient safety and the security and confidentiality of all patient related information.
- Be responsible for the preparation of case notes and other related documentation for clinic sessions, using all appropriate technologies, procedures and guidelines, ensuring an accurate, timely and high quality service to all users (if applicable to work area)
- Ensure that all patient related information is filed securely into the patient healthcare record in the correct data order and in the correct section of the healthcare record and that all information being filed therein is valid and relates to the correct patient as per the details on the healthcare record before the healthcare record leaves work area (if applicable to work area).
- Ensure that all patient healthcare records are kept in good order and that new volumes of the notes are created once case notes reach a thickness of 3 inches. (if applicable to work area).
- Maintain a clean and professional working environment at all times and undertake general clerical duties including opening and distributing post, housekeeping, filing, photocopying and maintaining stocks of routine stationery supplies.
- Assist in the maintenance of an up to date file system for work related documentation and establish an effective ‘bring forward’ system to facilitate the timely processing of responses, information, correspo