SHSCT Higher Clerical Officer Band 3

Job details

• Branch: Craigavon Area Hospital (SHSCT)
• Location: Craigavon Area Hosp-Main Building
• Directorate: Surgery & Clinical Services
• Salary: Band 3 (£24,937 - £26,598)
• Contract Type: Permanent
• Opening Date: 19/05/26
• Closes: Tue, 02 June 2026 @ 4:00 PM
• Interview Dates: TBC

Notes

If you are submitting a manual application, please post it to: Recruitment Shared Services, Rosewood Villa, Longstone Hospital Site, 73 Loughgall Road, Armagh, BT61 7PR. Applications received after the advertised closing date/time cannot be considered, so please allow enough time for postage. “A waiting list may be created for similar posts that may arise while the waiting list is live, this may include temporary or part-time posts. This will be managed in line with the updated HSC waiting list principles effective from 1 April 2026”. Where a part-time waiting list is required, one part-time waiting list will be created- regardless of any specific hours advertised, this waiting list will cover all future vacancies where part-time posts arise. A part-time post is defined as any post that has less than 37.5 hours per week.” Please remember to save or print a copy of the job description before submitting your application, as it will not be accessible afterwards. Flexible Working We welcome flexible working requests from day one. All HSC organisations offer a range of flexible working options. The options available for this post will depend on the requirements of the role. Find out more about flexible working options on our website.

JOB DESCRIPTION

JOB TITLE

Higher Clerical Officer

BAND

3

DIRECTORATE

Surgery & Clinical Services

INITIAL LOCATION

Mandeville Unit, Craigavon Area Hospital

REPORTS TO

Cancer Services Co-Ordinator / Service Administrator

ACCOUNTABLE TO

Operational Support Lead

JOB SUMMARY

The post holder will provide high quality administrative/ clerical support and medical records service to Cancer Services. They will be in regular contact with patients who may be under investigation for cancer and patients who have/had a cancer diagnosis or their relatives and are the first point of contact.

KEY DUTIES / RESPONSIBILITIES

Provide cover on Mandeville Unit & Treatment Room reception, which will include meeting, greeting & checking in patients

Operate all IT tools available to provide the most efficient use of time and most effective use of service, eg, Microsoft Outlook, Encompass, Regional Information System for Oncology & Haematology (RISOH), NIECR, ensuring the data contained on the system is accurate and up-to-date.

Booking appointments and scanning information into the Regional Information System for Oncology & Haematology (RISOH).

Fully implement partial booking process for Mandeville Unit clinics, telephoning patients as required, issuing letters to patients and the associated administrative processes.

Making outpatient appointments on Encompass following clinics and from outpatient waiting lists. Where appointments are being arranged at short notice, attempts will be made to contact the patient by telephone. Appointment documents will be posted in confirmation

Work with nursing staff and secretaries to ensure that patients who have cancelled are re-dated

Add patients to Outpatient Waiting lists

Record attendances and disposals for outpatient clinics

Prepare clinical records and clinic lists

Update Mandeville Treatment Room diary

Request interpreters or transport for patients attending Mandeville Unit

Follow protocol and procedures to ensure the smooth administrative management of patients. This will require close liaison with consultants, nursing staff, secretarial staff, medical records and other relevant staff across the Trust

Deal with telephone and face to face enquiries from all staff groups, patients, relatives and carers, providing information, directing and prioritising queries as appropriate to ensure efficiency and effectiveness.

Retrieve and prepare clinical records for outpatient and daycase attendances and other hospital activities.

Deal with general enquiries regarding casenote retrieval and storage issues within Cancer Services/Mandeville Unit and liaise with a variety of staff regarding same.

Ordering stock and non-stock using the e-procurement system. This includes sourcing suppliers and price and liaising with Procurement & Logistics (PALS) regarding requisitions.

Receipt cash/cheque donations received for the Cancer Services in accordance with the Procedure for the management of Charitable Trust Funds

Arranging and facilitating donation presentations for Cancer Services from patients, relatives, MLA’s etc and liaising with Trust Communications Team

Take initial receipt of all incoming correspondence – telephone, written and enquiries. Using initiative, prioritise urgency of response required and bring to the attention of Medical & nursing staff where necessary

Prioritise and manage own workload on a daily basis, escalating areas of concern to the Line Manager as appropriate. Exercise judgement and use own initiative to provide non-clinical advice, information and guidance directly to patients and relatives.

Undertake a full range of clerical duties including photocopying, scanning and filing.

Actively participate in the induction and training of new staff within the directorate

Log Maintenance requests

Maintain, update and file departmental records.

Liaise with appropriate members of staff to ensure smooth running of the department.

Any other duties as may be assigned from time to time by Line Manager and to include support to Service Improvement, Wigs Administration, validation etc

RAISING CONCERNS - RESPONSIBILITIES

The post holder will promote and support effective team working, fostering a culture of openness and transparency.

The post holder will ensure that they take all concerns raised with them seriously and act in accordance with the Trust’s ‘Your Right to Raise a Concern (Whistleblowing)’ policy and their professional code of conduct, where applicable.

GENERAL REQUIREMENTS

The post holder will be required to

Ensure the Trust’s policy on equality of opportunity is promoted through his/her own actions and those of any staff for whom he/she has responsibility.

Co-operate fully with the implementation of the Trust's Health and Safety arrangements, reporting any accidents/incidents/equipment defects to his/her manager, and maintaining a clean, uncluttered and safe environment for patients/clients, members of the public and staff.

Adhere at all times to all Trust policies/codes of conduct, including for example

Smoke Free policy

IT Security Policy and Code of Conduct

standards of attendance, appearance and behaviour

Contribute to ensuring the highest standards of environmental cleanliness within your designated area of work.

Co-operate fully with regard to Trust policies and procedures relating to infection prevention and control.

All employees of the Trust are legally responsible for all records held, created or used as part of their business within the Trust including patients/clients, corporate and administrative records whether paper-based or electronic and also including emails. All such records are public records and are accessible to the general public, with limited exceptions, under the Freedom of Information Act 2000 the Environmental Information Regulations 2004, the General Data Protection Regulations (GDPR) and the Data Protection Act 2018. Employees are required to be conversant with the [org name] policy and procedures on records management and to seek advice if in doubt.

Take responsibility for his/her own ongoing learning and development, in order to maximise his/her potential and continue to meet the demands of the post.

Represent the Trust’s commitment to providing the highest possible standard of service to patients/clients and members of the public, by treating all those with whom he/she comes into contact in the course of work, in a pleasant, courteous and respectful manner.

This Job Description will be subject to review in the light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.

It is a standard condition that all Trust staff may be required to serve at any location within the Trust's area, as needs of the service demand.

PERSONNEL SPECIFICATION

JOB TITLE AND BAND Mandeville Treatment Room

Higher Clerical Officer, Band 3

DEPARTMENT / DIRECTORATE Surgery & Clinical Services

HOURS Permanent 37.5 hrs

ESSENTIAL CRITERIA

SECTION 1: The following are ESSENTIAL criteria which will initially be measured at shortlisting stage although may also be further explored during the interview/selection stage. You should therefore make it clear on your application form whether or not you meet these criteria. Failure to do so may result in you not being shortlisted. The stage in the process when the criteria will be measured is stated below.

Factor

Criteria

Method of Assessment

Qualifications/

Experience

4 GCSEs at Grades A-C including English Language and/or equivalent / higher qualification AND 1 years’ experience in a clerical / administrative role

OR

2 years’ experience in a clerical / administrative role

Experience in the use of Microsoft Office Word or equivalent.

Shortlisting by Application Form

SECTION 2: The following are ESSENTIAL criteria which will be measured during the interview/ selection stage:

Skills / Abilities

Effective oral and written communication skills to meet the needs of the post in full.

Good organisational skills with an ability to prioritise own workload.

Ability to work independently and as part of a team.

Ability to use own initiative

Interview

DESIRABLE CRITERIA

SECTION 3: these will ONLY be used where it is necessary to introduce additional job related criteria to ensure files are manageable. You should therefore make it clear on your application form how you meet these criteria. Failure to do so may result in you not being shortlisted

Factor

Criteria

Method of Assessment

Experience

Experience of using computerised database - Encompass

Shortlisting by Application Form

As part of the Recruitment & Selection process it may be necessary for the Trust to carry out an Enhanced Disclosure Check through Access NI before any appointment to this post can be confirmed.

Successful applicants may be required to attend for a Health Assessment

THE TRUST IS AN EQUAL OPPORTUNITIES EMPLOYER

All staff are expected to display the HSC Values at all times