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Job description

The purpose of this post is to provide a comprehensive administrative service to within the CBU. The post holder’s main duties will be to support the planning, organising, directing and coordinating the prescription requests and administrative work within the department. The Clerical Officer will be expected to work with the minimum of supervision. He/she will be able to demonstrate flexibility and use own initiative to carry out duties in such a way as to make a direct and positive contribution to the organisation, thus enabling the Consultant and his/her team to utilise their time in an efficient and effective manner. The post holder will provide a confident professional service to all patients and their parents, whilst supporting them throughout their pathway of care. It is vital that confidentiality be maintained at all times. The post holder must adhere to Trust Policies and Procedures at all times.

• Dealing with patients/parents/carers/general public in a polite, professional and confidential manner.
• Deal effectively and efficiently with any enquiries (telephone or face to face) from clinical and non-clinical staff within the Trust in a professional manner.
• Deal with routine telephone enquiries from parents/carers/general public in a professional, polite and confidential manner, referring to appropriate person/department with regard to any enquiries outside of the post holder’s remit.
• Liaise with clinicians in a timely and professional manner in relation to patient queries.
• Attend and contribute to departmental meetings, team briefs etc
• To use own initiative within the remit of the post.
• Ensure the use of correct coding and timely data entry when accessing the Patient Administration System (Meditech), including transfers to other departments, for example from ward to theatre, pre-op clinics, ward based out-patient referrals etc.
• Ensure accurate filing of all clinical correspondence in a timely manner, once validated by clinical staff in line with the Health Records Policy.
• Ensure medical records are kept in good order, attaching any necessary documentation to correspond with patient’s episode.
• Participate in flexible staff rota.
• Offer flexibility in training and undertaking new systems of working, in relation to NHS performance indicators.
• Have an awareness and understanding of all performance indicators and work towards them on a daily basis.

The Trust is pro-diversity and anti-discrimination. Trust policies prohibit discrimination, victimisation, bullying or harassment. The Trust is committed to treating people equally, whether they are patients, colleagues, suppliers or other customers. We would like all our families and staff to feel valued and respected because we try to understand and provide for their individual needs.

Staff should apply the values of respect, excellence, innovation, togetherness and openness in all that they do to ensure that Alder Hey truly belongs to everyone.

Communication

• Dealing with patients/parents/carers/general public in a polite, professional and confidential manner.
• Deal effectively and efficiently with any enquiries (telephone or face to face) from clinical and non-clinical staff within the Trust in a professional manner.
• Deal with routine telephone enquiries from parents/carers/general public in a professional, polite and confidential manner, referring to appropriate person/department with regard to any enquiries outside of the post holder’s remit.
• Liaise with clinicians in a timely and professional manner in relation to patient queries.
• Attend and contribute to departmental meetings, team briefs etc.

ANALYSIS AND JUDGEMENT SKILLS:

• To use own initiative within the remit of the post.
• Ensure the use of correct coding and timely data entry when accessing the Patient Administration System (Meditech), including transfers to other departments, for example from ward to theatre, pre-op clinics, ward based out-patient referrals etc.
• Ensure accurate filing of all clinical correspondence in a timely manner, once validated by clinical staff in line with the Health Records Policy.
• Ensure medical records are kept in good order, attaching any necessary documentation to correspond with patient’s episode.
• Participate in flexible staff rota.
• Offer flexibility in training and undertaking new systems of working, in relation to NHS performance indicators.
• Have an awareness and understanding of all performance indicators and work towards them on a daily basis.

PLANNING & ORGANIZATIONAL SKILLS:

• Plan, organize and prioritize own tasks, ensuring work is completed within locally agreed timescales.
• Ensure all incoming and outgoing correspondence is dealt with in a timely manner, including appropriate action to deal with all new referrals within locally agreed timescale and posting, sorting and distribution of clinical correspondence.
• Maintain departmental filing system to ensure easy retrieval of all documentation.
• To carry out some general/copy typing, including the typing and distribution of medical rotas if required.
• Provide cover in the absence of administrative clerks to ensure the needs of the service are met during planned and unplanned leave.
• Ensure all requests for diagnostic tests are delivered to the appropriate department in a timely manner.
• To maintain and update notice boards within the department.

PHYSICAL SKILLS & DEXTERITY

• The post holder will be required to have frequent periods of sitting and standing.
• The post holder will be required to have frequent use of a VDU screen for data entry.
• The post holder may be required to handle and move heavy objects, e.g. case notes, stationery boxes etc.
• The post holder may be required to pull, lift and carry case notes.
• The post holder will require good keyboard skills.

PATIENT CARE:

• To book/transfer patients in and out of the department, ensuring all demographic details are entered on to the Patient Administration System in a timely, accurate and secure manner, ensuring any errors are highlighted to the relevant bodies in line with the Data Quality Policy.
• Deal with all enquiries from patients/parents/carers in a confidential and sensitive nature.
• Liaise with internal/external agencies as and when required to ensure the best possible patient experience, for example booking transport, interpreters, portering services etc.

POLICY & SERVICE DEVELOPMENT:

• To comply with all Trust and local departmental policies and procedures.
• To be responsible for the general housekeeping of own work area, as well as departmental common areas, reporting any faulty or broken equipment and adhering to the Trust Risk Management Strategy.
• Undergo all statutory/mandatory training as and when required.
• To take reasonable care for the health and safety of oneself, as well as others.
• Adhere to Trust risk management policies to ensure a safe working environment.
• The post holder is required to comply with the Trust policies on infection prevention and control, bringing any deficiencies to the attention of the Line Manager.

RESPONSIBILITY FOR FINANCIAL & OTHER RESOURCES:

• To raise orders for equipment and consumables and maintain adequate supplies within the department using the Trust procurement system.

HUMAN RESOURCES & TRAINING:

• Undergo continuous professional development as identified in personal development plan/review, in conjunction with the Knowledge & Skills Framework (KSF) outline for this post.
• To assist in the support and training of less experienced staff within the department.

IT OR OTHER INFORMATION SYSTEMS/RECORD KEEPING:

• Ensure all information on the Patient Administration System is updated and accurate, in line with the Trust Data Quality Policy and liaise with colleagues as required, ensuring any necessary changes are actioned.
• Undertake training of the National GP Database in order to check and/or update patient demographic details.
• Following consultation, to cooperate in the introduction of new technology in addition to that already in place as it may apply to the duties of the post holder.
• Undertake regular refresher training in information technology to ensure knowledge and skills are kept up to date.
• Ensure any other patient identifiable information (other than that stored on the Patient Administration System) is stored and used in line with the Trust’s Information Governance Policy.

RESEARCH & AUDIT:

• To assist with any administrative audit requirements in line with the duties of the post.

MANAGEMENT & LEADERSHIP:

• To support the identification of more efficient ways of working within area of responsibility.
• To comply with all Trust and department policies and procedures.

Equality and Diversity

It is the responsibility of every member of staff to understand our equality and diversity commitment and statutory obligations under the current equality legislation including the Disability Discrimination Act 2005, the Equality Act 2006 and the Race Relegations (Amendment) Act 2000 and to:

• Act in ways that support equality and diversity and recognise the importance of people’s rights in accordance with legislation, policies, procedures and good practice.
• Valuing people as individuals and treating everyone with dignity and respect, consideration and without prejudice, respecting diversity and recognizing peoples expressed beliefs, preferences and choices in working with others and delivering appropriate services.
• Recognise and report behaviour that undermines equality under the Trust policy.
• Be consciously aware of own behaviour and encourage the same levels of behaviour in colleagues.
• Acknowledge others’ different perspectives and recognise the diverse needs and experiences of everyone they come into contact with.

Infection Prevention & Control

All staff will adhere to infection control policies and procedures at all times and carry out role specific duties as per roles and responsibilities.

Confidentiality

Confidentiality/Data Protection regarding all personal information and Trust activity must be maintained at all times (both in and out of working hours). All staff should ensure that they are familiar with and adhere to all Trust privacy, confidentiality and security policies and procedures. Any breach of confidentiality will be taken seriously, and appropriate disciplinary action taken.

Freedom of Information

In accordance with the Freedom of Information and other associated legislation, the Trust may be required to make public recorded information available upon a request or do this as part of a publication scheme. Please note, that in your public role, your name or job role may be contained in a document that is published in accordance with such legislation.

Health and Safety

All employees have a duty to take reasonable care to avoid injury to themselves or others and to co-operate with the Trust in meeting its statutory requirements.

Safeguarding and Vulnerable Children

All trust employees are required to act in such a way that always safeguards the health and wellbeing of children. Familiarisation with and adherence to trust Safeguarding policies is an essential requirement of all employees, as is participation in related mandatory/statutory training.

IT Skills

All staff are expected to have or to gain a minimum of basic level IT skills to enable them to use the Trust IT system to support Trust services and needs. All staff should be familiar with relevant IT systems and security policies and procedures.

Records Management

All staff are personally responsible for record keeping. A record is anything that contains information in any medium e.g. paper, tapes, computer information, etc. which have been created or gathered as a result of any NHS activity. All individuals within the Trust are responsible for any records they create or use. Please ensure that records are retained in accordance with the Records Management Policy and are stored in a manner that allows them to be easily located in the event of a Freedom of Information (FOI) request.

Information Quality

All staff must ensure complete and accurate data is always collected to the highest standard. Data collection should be supported by adequate documentation and processes should be regularly reviewed. Staff should ensure that processes conform to national standards and are fit for purpose. All staff should comply with the Information Quality Policy.