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Clerical Officer

2 months ago

Lancashire, United Kingdom East Lancashire Hospitals NHS Trust Full time
Job overview

An exciting new opportunity is available working as part of the Directorate of Education, Research and Innovation at East Lancashire Hospitals Trust. You would be required to work closely with the education, research and innovation teams ensuring administrator support is covered in line with service, colleagues and teams needs. This will include supporting the teams in organising meetings, communication activities, helping preparing training and educational materials, staff surveys, routine administrative tasks, and supporting the team with data management, input and co-ordination.

This is a great opportunity for an individual to join an exciting and innovative department. The post holder must have excellent communication and time management skills and be able to organise their own and other team members workload within time frames.

Main duties of the job

The post holder will be responsible for providing confidential, accurate and efficient clerical and administrative support under supervision of the Clinical Skills and Preceptorship Lead, this will include supporting the teams in organising meetings, communication activities, helping preparing training and educational materials, staff surveys, routine administrative tasks, and supporting the team with data management, input and co-ordination.

See attached Job Description and Personal Specification

Working for our organisation

At ELHT, we have a reputation for high quality innovative service delivery underpinned by skilled and motivated staff.

Investment in innovation, multi professional education and research is vital to improving the delivery and quality of patient care. As such, DERI is dedicated to educating, training, and developing our current and future workforce to support the vision of providing safe, personal, and effective care.

To support this vision, we work across the Education and Simulation Centres of the Royal Blackburn and Burnley General Teaching Hospitals, providing colleagues through training and skills development with a wide range of high quality and responsive education services

  • A wide range of clinical skills courses
  • The International Nurse Training Programme
  • Preceptorship Programme
  • Infection, prevention and control training and advice

An informal visit is highly recommended for you to fully appreciate the work of DERI.

Or by visiting our DERI website:

Detailed job description and main responsibilities

The post holder will be responsible for providing confidential, accurate and efficient clerical and administrative support under supervision of the Clinical Skills and Preceptorship Lead

  1. Assist in providing full clerical/secretarial support including typing of letters, minutes (taking notes), and other routine correspondence, which involves working to tight timescales and deadlines. Taking and making telephone calls, dealing with enquires, photocopying, and filing.
  2. Maintain databases and systems that assist and support service users in the performance of their duties
  3. Handling and processing of cash and maintaining stock control in relation to on site refreshment provision
  4. Maintain the confidentiality of the working environment
  5. Ability to work flexibly with other admin colleagues to ensure that workload pressures and absences due to annual leave and sickness are dealt with appropriately by using available resources.
  6. Assist in the implementation of departmental databases in use including, inputting, and extracting data in line with departmental/Trust/national procedures
  7. The post holder will be guided by the Clinical & PGME Lead but is expected to have a degree of autonomy working to Standard Operating Procedures and agreed good practice.
  8. Maintain electronic filing system as agreed with the line manager and in line with Trust policies
  9. Updating training records
  10. Deal with routine correspondence from both internal and external sources
  11. Produce letters and other correspondence for service users using a range of software packages
  12. Ensure requirements of service users are organised to include room bookings, electronic diaries, monthly inventories, producing of the packs for all aspects of Trust training programmes.
  13. Work in partnership with Education Centre reception team covering reception duties as required
  14. Manage Education Service Microsoft Outlook shared calendars
  15. Receive and action tasks from the Education Service shared mailboxes (emails)
  16. Sort mail and distribute
  17. Any other duties in line with job description which may be required by the manager
  18. Work with colleagues in the team on the development of current and new services and other initiatives.
  19. To meet the needs of the organisation you may also be required to provide cover in other areas following appropriate discussion.
  20. Manage the administration for training courses to include course bookings and cancellations; invoicing; payments and receipt of monies owed.
  21. Assist in the preparation and set for training courses and provide admin support during the running of the courses.

22. Raising and receipting of e-procurement orders, managing stock requisitions and stock levels

Person specification Essential Essential criteria
  • GCSE English & Maths C/Level 4 or above or equivalent qualification
  • NVQ 3 or equivalent qualification/experience
  • ECDL or equivalent qualification/experience
  • Customer Care Experience
  • Admin experience or demonstrable experience, Usually around 2 years
  • Good Information and Communication Technology (ICT) skills
  • Experience of using Microsoft office packages
  • Good typing skills
  • Excellent communication skills
  • Can prioritise workload
  • Flexible worker and can adapt to change
  • Team worker
  • Ability to work across sites
Desirable criteria
  • Familiar with business use of social media and other marketing techniques
  • Experience in dealing with confidential information
  • Experience in minute taking or demonstrable experience, usually around 2 years
  • Previous NHS/ admin experience