Clerical Assistant - Oral SACT

Job overview

We are looking for friendly, professional and enthusiastic Band 2 Clerical Assistant to join our well-established Nurse-Led Oral SACT team, as part of Dept 1 Oak Road Treatment Centre.

The main purpose of the role is to provide a full and confidential administrative service to the Oral SACT Service. Acting as a point of contact for patients and staff within the service, prioritizing information and dealing with routine enquiries from service users, colleagues and visitors. The post holder will ensure effective running of the relevant clinics and support with the wider trust Oral SACT activity. The post holder will be required to work closely with other administrative staff, and the clinical teams, but also work alone and use their initiative to resolve/process daily queries.

The role may also require administrative support to other areas within SACT services.

Main duties of the job

• Using effective communication skills when dealing with enquiries from patients and colleagues, providing empathy and reassurance to service users, relatives and visitors who may become aggressive, or emotionally distressed, referring them to the appropriate person or department for further assistance and where required, meet and greet patients attending the chemotherapy unit
• Exchange information with patients and staff, both verbally and in written format
• Communicate information between departments internally and external.
• Enter patient onto the Careflow appointment system
• Book patient’s follow up appointments
• Provide comprehensive advice to patients/relatives regarding appointments
• Provide clinic preparation and support for the Oral SACT Team
• Outcome and code appointments within a timely manner

Detailed job description and main responsibilities

• Using effective communication skills when dealing with enquiries from patients and colleagues, providing empathy and reassurance to service users, relatives and visitors who may become aggressive, or emotionally distressed, referring them to the appropriate person or department for further assistance and where required, meet and greet patients attending the chemotherapy unit
• Exchange information with patients and staff, both verbally and in written format
• Access patients’ demographic details on Careflow and amend as necessary
• Provide clinic preparation and support for the Oral SACT Team
• Outcome and code appointments within a timely manner
• Communicate information between departments internally and externally
• Enter patient onto the Careflow appointment system
• Provide comprehensive advice to patients/relatives regarding appointments
• Deal with queries from patients and other service users, for example GP’s, hospital staff, social services, voluntary organisations and Trust management
• Liaise with other members of staff regarding case notes and patient visits
• Resolves issues arising in own role, such as cancellation of patient appointments
• Uses own initiative to liaise with clinical staff where necessary regarding patient queries
• Use patient information systems to assist patients and staff
• Work in the Careflow system, requiring standard keyboard skills
• Use of office equipment including PCs, fax machine, and phones
• Maintain patient confidentiality at all times
• Follow all relevant policies and legislation
• Post holder is expected to follow all relevant protocols, and standard practice
• Work collaboratively with colleagues to ensure policies are adhered to
• Undertakes surveys/audits as necessary to own work
• Manager is available as point of reference for any queries and will meet regularly
• Use own initiative to solve problems referring to manager as necessary
• Plan and organise own time and workload activity with prioritisation
• Record all data in an accurate and timely manner
• The post holder will be expected undergo relevant training and to take an active role in own personal development
• Demonstrates the agreed set of values and accountable for own attitude and behaviour

The need for flexibility in this role is paramount as the post holder may be required to work in other locations and work flexible shifts.

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.