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Job description

The Clerical Officer will be responsible for providing a high quality clerical service to facilitate the effective organisation of the department’s clerical structure. To work closely with the PA/ Medical Secretaries, Clinical Administrators and Trackers to ensure new patient referrals are registered in accordance with targets, appointments are made and communicated using the appropriate communication channels and that case notes are prepared in readiness for clinic appointments. To liaise with appropriate line manager and escalate any issues in a timely manner.

We are looking for candidates with skills in Admin and Clerical to grow our outstanding bank team. We would like to invite you to join our team working to support a range of functions across the hospital:

• Reception
• Customer Service
• Administration
• Telephonist
• Booking Coordinators
• Data Entry
• Audio Typist

The Christie specialises in cancer treatment, research and education. It is the largest single site cancer centre in Europe.

Treating more than 44,000 patients a year from across the UK, we became the first UK centre to be officially accredited as a comprehensive cancer centre. We also have our own dedicated hospital charity to improve care for our patients and their families.

We were the first specialist trust to be rated as ‘Outstanding’ twice by the Care Quality Commission. The CQC said we were ‘a leader in cancer care’ and ‘a pioneer in developing innovative solutions to cancer care’. They also praised the Trust’s staff who ‘go the extra mile to meet the needs of patients and their families’ and who were ‘exceptionally kind and caring’.

Responsible for registering and triaging new patients to The Christie and Peripheral clinics on the appropriate patient administration system including routine use of case note tracking system.

Assist in assessing the patient’s eligibility for NHS treatment and inform the appropriate senior member of staff in order for queries to be investigated.

Work closely in conjunction with the Pathway Trackers and PA/ Medical Secretaries to ensure smooth work flow and good communications between departments, and that any problems are dealt with promptly.

Adhere to all written instructions on the proforma with regard to scheduling and booking of appointments.

Responsible for the retrieval of outside notes and films and reports as requested.

To contact patients by phone with regard to their appointments and to annotate case notes.

To book patients’ transport as per protocol and request interpreters as appropriate.

Clinic preparation for outpatient clinics and theatres ensuring preparation forms and blood forms are completed and attached to clinic notes appropriately and tracked to appropriate department.

File all relevant paperwork into patient case notes appropriately.

Collate and disseminate all incoming and outgoing correspondence appropriately.

To deal effectively with all telephone calls in conjunction with the cancellation and rebooking of patients treatments and appointments, and effectively deal with queries from patients, GPs, Hospices and other outside agencies.

Responsible for sending radiotherapy treatment and RTP planning letters to patients.

Preparation of case notes for admissions ensuring they are tracked to the appropriate department.

General reception duties booking patients into clinics and outcoming appointments.

Add to Outpatient waiting lists for radiotherapy taking instruction from a booking form and tracking case notes from peripheral clinics.

Contribute to the training of new members of staff within a given area as required.

Work with managers and administrative staff to review working practices, identify new improved ways of working, find solutions to problems and improve quality and range of services.

Undertake general clerical tasks as delegated by the Clinical PAs and Clinical Administrators, to contribute to the smooth running of the team.

This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder. Other duties may be required from time to time, which are commensurate with the grade of the post. This job description is subject to regular review and appropriate modification.