Job summary
- Main area
- Administrative
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Mon-Fri between the hours of 8am - 4:30pm on a rota basis)
- Job ref
- 190-7612-DIR
- Employer
- Sheffield Teaching Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- Northern General Hospital
- Town
- Sheffield
- Salary
- £22,816 - £24,336 pa/pro rata for part time staff
- Salary period
- Yearly
- Closing
- 21/05/2024 23:59
Employer heading
Senior Clerical Officer
NHS AfC: Band 3
We are committed to helping our staff balance their work and home lives and ensure they feel supported, valued and appreciated so whilst you care for our patients and clients, we’ll take care of you. We offer many different ways of helping staff including career development opportunities, flexible working, good annual leave and pension schemes , health and wellbeing packages and financial support systems. Joining the Trust also allows you access to a number of saving options via our salary sacrifice schemes and a wide range of discount opportunities with retailers and service providers.
Job overview
An opportunity has arisen for an Senior Clerical Officer to join our team.
The post holder will have responsibility for the organisation and distribution of the daily workload and provide clerical support to the clerical officers working in the Clinical Immunology and Allergy Unit at the Northern General Hospital.
The purpose of this role is to oversee the administration processes of the CIAU reception team ensuring designated outpatient/day-case administrative tasks are managed efficiently and effectively in line with both national and local standards.
The successful applicant will be an efficient and organised individual who is able to use their initiative to prioritise their workload, a team player with excellent communication / interpersonal skills and the ability to liaise with staff at all levels.
Main duties of the job
- Duties and responsibilities are those of a Band 2 Clerical Officer (JD Attached within this advert) plus the following additional responsibilities:
- To ensure all new starters receive the appropriate local induction.
- To be responsible for the training of all new starters, devising a suitable training plan and monitoring progress against this.
- Training of staff with ad-hoc and/or ongoing development needs, and where standard operating procedures are changed.
- To be point of contact for ad-hoc queries from the Clerical Officers.
- Allocation and oversight of the team’s workload and reporting on progress to A&C Team Supervisor.
- Delegate tasks accordingly ensuring all A&C time is used efficiently and to benefit the running of the service, re-allocating workload where necessary.
- Undertake team appraisals, sickness reviews, manage annual leave requests.
- Identifying and correcting key data quality errors e.g. from Breaks in Process/Data Quality reports, carrying out root-cause analysis, and providing training support.
- Updating databases.
- Creating newsletters.
- To contribute to the development of new local standard operating procedures in conjunction with management, medical, nursing, and clerical teams
- To assist with the investigation of any complaints related to reception Team.
- Participate in mandatory training and appraisals as required.
Working for our organisation
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 a firm commitment to professional development of it’s staff together with the provision of an excellent health and well-being support service.
Detailed job description and main 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 criteria
- GCSE grade C or above (or equivalent) in Maths and English.
- NVQ administration Level 3 or be able to demonstrate the equivalent level of knowledge and experience in Admin.
Desirable criteria
- Training in the use of relevant information systems and IT packages to ECDL level or equivalent qualification.
Experience
Essential criteria
- Previous experience in an outpatient/inpatient setting.
- Experience of providing administrative support to a multidisciplinary team.
- Previous experiencing of training staff.
- Experience of using an electronic patient record such as Lorenzo, Patient Centre or Infoflex.
- Experience of managing multiple tasks.
Desirable criteria
- Experience of service improvement/developing standard operating procedures/improving working practices.
- Demonstrable experience of using, interpreting and acting up on the trusts data error reports and using these to improve data quality.
Further Training
Essential criteria
- Knowledge of Trust policies including Access Policy and 18-week RTT policy.
- Conversant in use of all Microsoft Office packages particularly Word & Excel.
Speacial Skills
Essential criteria
- Excellent organisational skills.
- Effective verbal and written communication skills.
- Ability to organise others and prioritise workload for a team without supervision.
- Excellent IT / Keyboard Skills.
- Methodical and accurate with attention to detail.
Other Factors
Essential criteria
- Ability to use initiative and work to tight deadlines.
- Excellent understanding of patient confidentiality.
- Commitment to patient centred services.
- Commitment to equal opportunities.
- Professional approach and communication with patients, staff from all multi-disciplinary groups, and external contacts.
- Self-motivated.
- A team player who is comfortable working alone for extended periods of time.
- Efficient and effective approach to working practices incorporating Trust PROUD values.
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Qam Ansar
- Job title
- Admin and Clerical Team Supervisor
- Email address
- [email protected]
- Telephone number
- 01142269756
- Additional information
Applicants are welcome to contact for an informal discussion regarding the role.
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