Senior Clerical Officer
4 weeks ago
Job summary
We are looking for an enthusiastic Senior Clerk to come and join our friendly Team in the Orthopaedic Outpatient Department, which forms part of the Musculoskeletal Group within Sheffield Teaching Hospitals NHS Foundation Trust. The successful candidate will contribute to the provision of a comprehensive outpatient and trauma service to include:
Supporting with the management and co-ordination of clinic utilisation, managing capacity and matching it with demand.
Assisting with management of annual leave, appraisals and rota co-ordination of Band 2 clerical staff.
Working as part of the Band 2 clerical team where required to help with duties with a more senior outlook/overview of the various tasks, delegating and co-ordinating where required.
You will need to have the ability to work both independently and as part of a team whilst maintaining a high standard. The ability to prioritise your workload and to know when to escalate issues is essential. You will need to be able to liaise with staff throughout the Trust at all levels including Consultants, Management, Nursing staff, GP's, patients and patient relatives, dealing effectively and efficiently with their enquiries.
To be successful in your application you will need to have a good standard of education, some experience of co-ordinating or leading a team, a good standard of admin and clerical skills, computer skills and be an excellent communicator with efficient and effective working methods.
Main duties of the job
To provide efficient and effective clerical services to the Orthopaedic Department. The post holder will be expected to prioritise their own workload to ensure that registration of all referrals and booking of appointments are in line with the Trust's waiting time standards and the Trust's Patient Access Policy.
Overseeing the management of all outpatient clinics, maintaining continuity, focusing on clinic cancellations and rescheduling of patients, on occasion at short notice. Involvement in restructuring existing clinics or arranging new clinics.
The post holder will work to defined working procedures to maximise effective use of capacity and help ensure that the Trust meets local and national waiting time targets. There is a frequent requirement for the post holder to concentrate but while the work pattern is mostly predictable the post holder is required to regularly change from one activity to another as needed.
A significant responsibility of the role is to accurately record information on to the Patient Administration System and maintain patient appointment information submitted to the Trust via e-mail and/or written communication.
The post holder should exercise initiative commensurate with the role and it is vital that confidentiality is maintained at all times. The department is a specialised outpatient setting and the post holder will be expected to deal with patients, who may at times be distressed, in a sensitive and caring manner.
About us
You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.
MSK Services at Sheffield Teaching Hospitals is a diverse care group with a delegated structure, operating independently with a multi-disciplinary leadership team. The care group is born out of an innovative commissioning structure based around outcomes, bringing all AHP, medical and surgical MSK specialties under one clinical pathway from primary care to tertiary treatment ensuring patients are assessed and treated by the appropriate team in a timely fashion.
Job description
Job responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
When completing your application please ensure that you clearly demonstrate how you meet the role criteria.
Person Specification
Qualifications
Essential
Educated to GCSE standard or equivalent GCSE in English Language NVQ Level 3 or equivalent acquired through experience
Desirable
Customer Care NVQ in Business and Administration ILM Leadership and Management
Experience
Essential
Extensive clerical experience gained from working within a patient administration department in a hospital setting. Experience dealing with the general public, working in a team environment and use patient based computer systems. Previous experience of working in an Outpatient Booking Department Working knowledge of the New Referrals module on the Patient Administration System.
Desirable
Extensive work experience of In-patient, Out-patient or Waiting list management. Working within a multi disciplinary team environment Experience of using Patient Administrative System. Experience of working with medical, nursing and medical secretarial staff Experience in NHS Data Quality/Validation and knowledge of RTT pathways.
Special Skills
Essential
Ability to work under pressure. Methodical approach work with attention to detail. Ability to use own initiative and work as part of a team.
Special Knowledge
Essential
Knowledge of Outpatient working processes and practices Knowledge of medical records procedures. Computer literacy with accurate keyboard skills
Desirable
Knowledge of Inpatient or Waiting list working processes and practices. Working knowledge of the In-Patient, Waiting List or Out-patient module of a hospital Patient Administration System Working knowledge of In-patient, Waiting list or Out-patient working processes and practices. Knowledge of Information Services reports and PTL validation.
Personal Attributes
Essential
Pleasant, tactful and understanding manner. Good communication skills/telephone manner.
Desirable
Driven Flexible Positive approach to service change.-
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