Rheumatology Clerical Officer/Clinic Clerk

Job overview

Part Time 22.5 hours per week

To be part of a  welcoming team of Rheumatology working in sensitive settings dealing with patients in a confidential manner.

• Prepare, organise, and update rheumatology clinic lists.
• Ensure all relevant results, notes, and documents are available for clinicians when needed.
• Book, amend, and manage patient appointments, including follow‑ups and investigations
• Direct clinical queries to specialist nurses or medical staff as appropriate
• Maintain accurate patient records on electronic systems (e.g. EPR)
• Upload and file clinical documents, blood results, imaging reports, and letters.
• Ensure all documentation is stored and managed in line with Trust policies.
• Assist patients with appointment queries, directions, and general service information.
• Produce, check, and send clinic letters and appointment notifications.
• Work closely with rheumatology consultants, specialist nurses, physiotherapists, and admin colleagues.

The JD & PS are currently under AfC review and are subject to change.

Main duties of the job

Check clinic rooms and waiting areas are stocked with forms, leaflets, and stationery.

• Support the smooth running of rheumatology outpatient clinics by assisting clinicians with basic administrative tasks
• Provide polite, clear, and helpful information regarding appointments, directions, and general service queries.
• Escalate clinical or complex queries to senior administrative staff or clinical teams

-Update patient details on electronic systems (e.g. EPR) to ensure accuracy.

• File and upload basic documents, results, and letters under supervision.
• Retrieve patient notes and ensure they are available for clinics.

Sort and distribute incoming mail, emails, and internal messages to the correct staff.

• Print and send standard letters, appointment notifications, and clinic information.
• Assist with photocopying, scanning, and general administrative tasks.
• Work closely with administrative colleagues, specialist nurses, and clinicians to support daily operations.
• Support senior admin staff with routine tasks as required.
• Maintain stock levels of stationery, forms, and clinic materials.
• Help with filing, archiving, and organising departmental records.
• Follow Trust policies on confidentiality, data protection, and patient handling

Detailed job description and main responsibilities

• Prepare and organise clinic paperwork, ensuring notes, labels, and basic documentation are available.
• Check clinic rooms and waiting areas are stocked with forms, leaflets, and stationery.
• Support the smooth running of rheumatology outpatient clinics by assisting clinicians with basic administrative tasks.
• Print clinic lists and ensure they are distributed to the appropriate staff.
• Act as a first point of contact for patients attending or calling the rheumatology department.
• Provide polite, clear, and helpful information regarding appointments, directions, and general service queries.
• Escalate clinical or complex queries to senior administrative staff or clinical teams

-Update patient details on electronic systems (e.g. EPR) to ensure accuracy.

• File and upload basic documents, results, and letters under supervision.
• Retrieve patient notes and ensure they are available for clinics.
• Support the scanning and indexing of documents into electronic records.

Sort and distribute incoming mail, emails, and internal messages to the correct staff.

• Print and send standard letters, appointment notifications, and clinic information.
• Assist with photocopying, scanning, and general administrative tasks.
• Work closely with administrative colleagues, specialist nurses, and clinicians to support daily operations.
• Assist with basic tasks to support biologic, infusion, or specialist clinics (admin only).
• Participate in team meetings and contribute to a positive working environment.
• Support senior admin staff with routine tasks as required.
• Maintain stock levels of stationery, forms, and clinic materials.
• Help with filing, archiving, and organising departmental records.
• Follow Trust policies on confidentiality, data protection, and patient handling