Job summary

Interview Date is 7th May 2025 These interviews are held face to face only.

An opportunity has arisen within the Radiology Clinical Service Unit for highly motivated and enthusiastic candidates to join the team as a Clerical Officer. We are looking for staff that are flexible and willing to cover a rota which may include evening and weekend shifts, and which will also include possible working across our 5 sites. We have vacancies with hours ranging from 22.5 and 17.5 Hours per week.

This would be an ideal opportunity for someone looking to expand their experience and knowledge. We will in turn offer support through a structured period of induction and training along with opportunities for professional development in a supportive environment.

The successful candidate will provide a comprehensive administrative/clerical and reception service to the Radiology department in line with Trust departmental guidance and polices. Candidates will need excellent communication skills, the ability to work as part of a team and organise/prioritise their own workload.

Main duties of the job

Describe What the candidate will do :Some of the many tasks you will undertake are:

Attending patients on one of our busy Radiology Receptions, which could be across our 5 sites.

Arranging appointments with patients over the telephone for Fast Track, Urgent and Routine appointments. These appointments can be very short notice.

Arranging and sending of appointments by letter.

Taking and receiving of calls from patients and internal staff members with queries using our Net Call telephone system

Processing patient referrals in a timely manner

Maintaining and inputting of patient data on our Radiology system

General office duties

About us

In Radiology we process around 10,000 examination referrals per month. If youre looking for an NHS career in Leeds, you couldnt come to a better place. Leeds Teaching Hospitals NHS Trust is one of the largest NHS Trusts in the UK, employing more than 15000 people across 7 hospitals over 6 sites. Were also the first major multi-site hospital in the UK to have adopted an under-one-roof approach to patient care, ensuring that we are among the best in the country for patient survival rates. Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this The Leeds Way and its focus is on our values of being patient cantered, fair, collaborative, accountable and empowered.

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.

Date posted

10 April 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£23,615 a year

Contract

Permanent

Working pattern

Part-time

Reference number

C9298-RAD-0257

Job locations

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF

Job description

Job responsibilities

1. JOB DETAILS

Job Title: Clerical Officer

Reports to: Supervisor/Team Leader or equivalent

Accountable to: Business Manager or equivalent level Manager

Band: 2

Unit/Department:

Directorate: Radiology & MIS CSU

Location

2. JOB PURPOSE

This role provides a high standard of clerical service and, where necessary, reception duties to the department, adhering to departmental guidelines and policies.

To undertake a range of clerical and administrative duties which will include receiving and checking documentation, reports and patient information, processing appropriately within departmental guidelines, entering information onto the appropriate IT system and retrieving information as and when required.

3. JOB DIMENSIONS

The post holder will work within the department/team to which they are assigned, working within standard operating procedures, policies and agreed local procedures relevant to that Department. The role may be patient facing or non-patient facing.

The postholder may be the first point of contact for patients and other visitors to the Department.

5. KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED

Qualifications

Literate and numerate

Education to GCSE grade C standard or equivalent or the ability to pass the Trusts Basic Literacy and Numeracy Test level 2

Good command of spoken and written English

NVQ 2 or equivalent level of knowledge /experience in an office or customer care environment

Knowledge/Experience

IT skills including keyboard and data entry, with the ability to demonstrate proficiency in the use of software

Knowledge of relevant administrative systems and clerical procedures pertaining to the department (acquired through job training)

Previous clerical experience - this could include school/college work experience

Work experience in a health or social care setting (desirable)

Previous reception/customer care experience (desirable)

Training

Commitment to undergo job training as required on:

a range of Patient Administration and other Systems.

participate in in-service and mandatory training

participate in annual performance appraisal with commitment to agreed Personal Development Plan (PDP)

Special Knowledge

Insight into role and responsibilities of post

Be fully conversant with Trust policies and procedures and have complete understanding of standards to be achieved.

Be aware of key indicators and service level agreements within the department.

Disposition / Attitude

Able to work as part of a multidisciplinary team

Able to work on own initiative, within agreed departmental guidelines

Professional attitude

Practical Skills

Good interpersonal skills

Effectively communicate with patients and team members

6. THE LEEDS WAY VALUES

Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are:

Patient-centred

Collaborative

Fair

Accountable

Empowered

All our actions and endeavours will be guided and evaluated through these values

The jobholder will place a high value on the quality of service by ensuring that all documentation is received, checked and processed appropriately, in line with departmental procedures

Respect the contribution of all members within the team/department and the importance of working together to ensure a high standard of patient care

Recognise the importance of Data Protection and confidentiality

Be aware of what information can be disclosed to staff, patients and other agencies

Integrity, openness and honesty

Able to work across both Trust main sites

7. CORE BEHAVIOURS AND SKILLS

Personal Motivated

Professional attitude and behaviour

Able to adapt to service led changes

Flexible approach to working practices and duties

Attention to detail

Good Time Keeping

Communication Literacy

Numeracy

Verbal, non-verbal

Able to communicate with all levels of staff

Responsibility to others

Customer Care skills

Reliable

Adaptable

Trustworthy

8. CORE KNOWLEDGE AND UNDERSTANDING

Excellent customer care skills

Be aware of, and demonstrate commitment to the Trusts departmental policies and procedures

Have understanding of Health and Safety rules and to be responsible for ones own acts and omissions

9. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

1. To be fully conversant with and adhere to standard operating procedures, policies and agreed departmental procedures.

2. To promptly process patient and/or other correspondence, documentation, letters, reports etc.

3. To provide a full clerical support service to the Department including organising, sorting and filing documents and papers; dealing with incoming and outgoing paper and electronic post as required; photocopying, faxing and distributing information by post or email; typing letters and other documents.

4. To greet patients and visitors to the department, providing an efficient and courteous service, referring queries or concerns regarding patients and other visitors to the department to appropriate senior staff.

5. To plan and book appointments in priority order in accordance with departmental policy in a timely and efficient manner and arrange transport/interpreting services where appropriate.

6. Check/enter patient and /or other details on the Patient Administration and other Systems.

7. To request and retrieve relevant information from the appropriate administration system (electronic or paper systems) as necessary including patient casenotes.

8. Prepare documentation for processing, including inputting, photocopying or scanning.

9. Check documentation is complete and available when needed in relevant clinic or ward e.g. casenotes, test results and X-Rays etc.

10. Where necessary, to be responsible for handling and/or banking cash and cheques. May be authorised signatory for small cash/financial payments.

11. Report and respond to any system faults and errors.

12. Maintain and update patient/departmental databases, ensuring patient and other information is accurately recorded, prioritising within departmental guidelines and escalating unresolved situations/issues to appropriate line manager.

13. To deal with telephone and in-person queries from patients and relatives, Trust staff and external agencies in a polite and helpful manner, observing the need for discretion and courtesy. Taking responsibility for returning any follow up calls as necessary.

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

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

16. Provide suitable cover for other clerical staff in cases of absences, as delegated by line manager.

17. 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

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

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

o Monitor and maintain appropriate/agreed levels of stock and non-stock items, including stationery and office supplies maintain diaries for senior staff

Health and Safety/Risk Management

All staff are responsible for working with their colleagues to maintain and improve the quality of services provided to our patients and other service users. This includes complying at all times with the Leeds Teaching Hospitals NHS Trusts Policies, including Health and Safety policies, in particular by following agreed safe working procedures, and reporting incidents using the Trust incident reporting system.

Infection Control

The jobholder must comply at all times with the Leeds Teaching Hospitals NHS Trust Infection Control policies, in particular by practising Universal Infection Control Precautions. Hand hygiene must be performed before and after contact with patients and their environment.

Equality and Diversity

The jobholder must co-operate with all policies and procedures designed to ensure equality of employment. Co-workers, patients and visitors must be treated equally irrespective of gender, ethnic origin, age, disability, sexual orientation, religion etc.

Patient and Public Involvement

The Trust has a statutory duty to involve patients and public in evaluating and planning services. All staff have a responsibility to listen to the views of patients and to contribute to service improvements based on patient feedback.

Training and Personal Development Continuous Professional Development

The jobholder must take responsibility in agreement with his/her line manager for his/her own perusal development by ensuring that Continuous Professional Development remains a priority. The jobholder will undertake all mandatory training required for the role.

Respect for Patient Confidentiality

The jobholder should respect patient confidentiality at all times and not divulge patient information unless sanctioned by the requirements of the role.

10. KEY RESULT AREAS (Optional)

The jobholder will provide and receive routine information to inform colleagues and clients, liaising with external bodies as required.

11. COMMUNICATION & WORKING RELATIONSHIPS

The post holder will be expected to establish, maintain and respect good working relatio