Clerical Officer

2 months ago


Leeds, United Kingdom Leeds Teaching Hospitals Full time

Job summary

Expected Shortlisting Date

19/09/2024

Planned Interview Date

30/09/2024

Our admin team is crucial is supporting the running of the Ophthalmology eye clinic and we are looking to expand our team

The LTHT Eye department is the largest provider of specialist hospital Ophthalmology services in the Yorkshire region. The Ophthalmology team provides a specialist Ophthalmology service for patients in Leeds, Yorkshire and from across the North of England.

We are looking for administrative officers to provide clerical data support for our patient appointments. This includes booking appointments, data entry and contributing to the overall success of the service.

The applicant should be a confident and self-motivated person who works to a high professional standard. They should work to their own initiative, work accurately to deadlines, and demonstrate effective time management as it is an essential part of this role.

The successful candidate will be responsible for inputting data accurately and efficiently into our systems, as well as communicating with patients. The role requires someone with excellent computer skills and a strong attention to detail. The candidate will be working as part of a wider team, so would be a team player and good communicator.

There are 3 full time positions available. We would also consider part time applicants.

Main duties of the job

Communicating with patients via phone regarding appointments

Dealing with patient queries.

Inputting data into various systems

Verifying the accuracy of data entered

Communicating with team members to ensure data is up-to-date and accurate

Maintaining confidentiality and security of data

About us

The Eye Department is predominantly based at St James University Hospital, Leeds but we also offer services to patients at Seacroft Hospital and Wharfedale Hospital. We are the biggest outpatient department in the Trust.. There are 29 consultants in the wider Ophthalmology Department. The team also trains Ophthalmic specialist trainees from the region. We have recently moved into a new outpatient department which has provided us which much more space for patients and clinicians and includes our Laser Vision Department which provides refractive services to private patients as well as NHS.

Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.

Job description

Job responsibilities

Process patient correspondence/documentation, letters, reports and other documentation.

Prepare patient documentation for processing, including inputting or scanning

Report and respond to any system faults and errors.

Maintain and update patient/departmental databases, prioritising within departmental guidelines and escalating unresolved situations/issues to appropriate line manager

Answer general telephone enquiries and requests to retrieve patient and other documentation.

To ensure that requests for information are dealt with in an efficient and timely manner.

Follow Departmental/Trust disposal and destruction procedures of confidential documentation, in line with Data Protection Act and Confidentiality.

Collect and deliver patient documentation/reports around Trust when required.

To deal with telephone and in-person queries from patients and relatives, Trust staff and external agencies.

To refer queries or concerns regarding patients and other visitors to the department to appropriate senior staff.

Assisting to maintain high standards of care, including:-

- Maintain a safe working environment, reporting incidents, accidents, complaints

- Understand the need to maintain and respect patient confidentiality

- Participate in in-service training

- Participate in mandatory training annually

- Participate in annual performance appraisal

Visit and/or work at other designated Trust sites as required to ensure continuity of service/patient care.

General office work and any other duties assigned by the Supervisor/Team Leader or Manager, which may include:-

Maintain appropriate/agreed levels of stock and non-stock items, including stationery

Maintain diaries for senior staff

Person Specification

Experience

Essential

Insight into duties and responsibilities of post Computer Literate / Experience using basic Microsoft packages

Desirable

Admin or Clerical Experience Working knowledge of patient related databases

Skills & behaviours

Essential

Motivated, keen to learn Reliable, trustworthy and adaptable Able to work as part of a multidisciplinary team Able to work on own initiative, within agreed departmental guidelines Good interpersonal skills and ability to effectively communicate with patients and team members

Desirable

Able to fulfil Occupational Health requirements for the post, including: Able to locate and collect patient and other documentation from around Trust

Qualifications

Essential

Literate / Numerate Excellent standard of written and spoken English language

Desirable

Computer Literate / Experience using basic Microsoft packages
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