Clerical Officer (Secretarial Support)

Job overview

The ENT department is a busy but friendly and supportive team, where staff work closely together to provide a high standard of patient care. The team has a positive and inclusive atmosphere, with a strong focus on teamwork, communication, and helping each other manage a varied workload.

This is a great opportunity to gain hands on administrative experience within a clinical setting, with plenty of support and encouragement from experienced staff. We are committed to helping the post holder learn, grow in confidence, and develop new skills in a supportive workplace.

***Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***

Main duties of the job

This post is part of a professional team working in the ENT and Audiology Directorate.  The key responsibility of this role is efficient/accurate administration including clinic letter checking and reception cover for the outpatient clinics, with strict adherence and compliance to the Referral to Treatment Access Policy and APN’s (Administrative Procedure Notes).

Detailed job description and main responsibilities

Support Secretary Duties

• Following introduction of digital dictation technology to ensure clinic letters are prepared for printing and distribution in a fast-paced accurate manner.
• Ensure all allocated clinic letters are checked within the appropriate timeframe.
• * To support the medical secretary in providing secretarial and administrative service to an allocated clinical team.
• Ensure accurate messages are taken for clinical team and delivered in timely manner.
• Assist with telephone enquiries from patients, GPs and other agencies in a courteous and helpful manner.  Refer to medical secretary for advice when appropriate.
• Assist in sorting and dealing with incoming post and distributing as necessary.
• Undertake routine office duties including note tracing, photocopying, scanning, filing of correspondence and results and maintenance of records when required.
• Be versatile and adaptable to the demands of the team.  Work without supervision and take the initiative as and when required. Ensure effective communication with all members of a multi-disciplinary team.
• Assist Administrator in the co-ordination of specialty in-patient and out-patient waiting lists within the framework of the Access Policy.
• Ensure comprehensive working knowledge of iPMS commensurate with role.
• Ensure referral letters are processed, triaged and scanned to the OAC in line with Administration Guidance Notes.
• Ensure all hospital case notes arriving into and departing from the department are traced on iPMS (Information Patient Management System). Case notes may be heavy, so manual handling guidelines will need to be adhered to.
• Required to cover admin and clerical colleagues during times of absence or increased workload as requested by line manager.
• To carry out any other clerical duties as determined by the line manager.

For further details please see attached JD&PS.