SHSCT Higher Clerical Officer Band 3

Job details

• Branch: St Luke's Hospital site, Armagh (SHSCT)
• Location: St Luke's Hospital site, Armagh (SHSCT)
• Directorate: Surgery & Clinical Services
• Salary: Band 3 (£24,937 - £26,598)
• Contract Type: Permanent
• Opening Date: 23/07/26
• Closes: Thu, 06 August 2026 @ 4:00 PM
• Interview Dates: TBC

Notes

Southern Trust currently have 8 permanent Higher Clerical Officer Band 3 vacancies available in St Luke's Hospital Site, Armagh. Please view the attached list of vacancies for more information. Due to service relocation postholders may be required to attend an initial training period based in Craigavon Area Hospital or Daisy Hill Hospital. A waiting list may be compiled for any similar permanent/temporary, full-time and part-time posts that arise in the Radiology Department, Armagh within 6 months from the date of interview.

JOB DESCRIPTION

JOB TITLE

Higher Clerical Officer

BAND

3

DIRECTORATE

Surgical and Clinical Services

INITIAL LOCATION

Radiology Department, St Luke’s Hospital Site – Armagh

REPORTS TO

Service Administrator - Radiology

ACCOUNTABLE TO

Operational Service Lead, Cancer & Clinical Services

FLEXIBLE WORKING PROVISIONS AVAILABLE

Fixed working patterns

JOB SUMMARY

The post-holder will be required to provide high quality administrative support to the Radiology Team in the day to day running of the Department ensuring that the Trust policies and procedures are followed and to provide an efficient and effective service.

The post involves entering patient details and x-ray information into the Computerised Database while dealing with telephone / face to face enquiries. The post holder will also be required to book appointments, allocating slots on the computerised database according to priority, availability of staff and any special preparations necessary. The post holder will be required to provide reception cover on any Trust site.

KEY DUTIES / RESPONSIBILITIES

Patient Management

Operate departmental windows based computer systems eg Sectra RIS,

PACS and Encompass ensuring the data contained is validated, accurate and up to-date by following the Standard Operating Procedures (SOP) within the department

Add radiology paper and e-requests to approval safety lists.

Monitor and action RIS safety lists including patient priority levels, printing to be performed, SIRMER and SADMIN reports.

Deal with telephone and face to face enquiries from all staff groups, patients, relatives and carers, providing information and directing and prioritising queries as appropriate and taking any necessary action on calls regarding appointments.

Book inpatient and outpatient radiology appointments for all modalities and sessions, including specialised appointments, considering priority, availability of staff and any special preparations required within agreed access waiting times.

Confirm appointments with patients (by telephone or email) prior to their appointment to achieve maximum attendance and avoid DNA’s. Ensure any appointments cancelled at short notice are filled to maximise capacity.

Process DNAs and CNAs in accordance with the IEAP protocol and reinstate requests for examinations as required, ensuring all relevant information is recorded in RIS.

Book interpreters as required for radiology appointments.

Liaise with ambulance service and book ambulances as required for radiology appointments.

Escalate any potential breaches of Trust access targets to Service Administrator.

Process Medico-Legal, Litigation and Subject Access Requests for Records within the agreed timescales.

Add patients from CaPPs to the PACS worklist for discussion at the weekly Multidisciplinary Meetings.

Print and send authorised radiology reports to referring clinicians, wards, Emergency Departments and other hospitals.

Provide a full range of clerical duties including, photocopying, scanning documents and replying to emails.

Request notes and x-rays from other hospitals as required, eg MRI compatibility.

Communicate effectively with all professional staff, external agencies and members of the public in matters pertaining to radiology services.

Participate in the training of Band 2 clerical staff as required.

Work flexibly with regard to working arrangements, to provide admin support throughout the Radiology Departments within the Trust as service needs require and to participate in evening/weekend rotas as necessary to meet the needs of the service.

Report maintenance/repair and IT requests via the relevant Trust portals.

Any other duties as may be assigned by the Service Administrator.

Patient Information

Generating appointment letters ensuring they are posted to the correct patient in timely fashion.

Ensuring that the relevant appointment information sheets accompany each letter.

Operate the Radiology Information System (RIS) for retrieval of patient information following Standard Operating Procedures (SOPs) within the department.

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 their own actions and those of any staff for whom they have responsibility.

Co-operate fully with the implementation of the Trust's Health and Safety arrangements, reporting any accidents/incidents/equipment defects to their 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 Trust’s policy and procedures on records management and to seek advice if in doubt.

Take responsibility for their own ongoing learning and development, in order to maximise their 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 they come 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.

May 2026

PERSONNEL SPECIFICATION

JOB TITLE AND BAND

Higher Clerical Officer Band 3

DIRECTORATE

Radiology / Surgery and Clinical Services

SALARY

HOURS

Full-time / Part-time – hours to be confirmed on appointment

(Service operates Mon to Fri with an occasional requirement to work evenings and weekends on a rota basis)

Ref No: <to be inserted by HR>

Notes to applicants

You must clearly demonstrate on your application form under each question, how you meet the required criteria as failure to do so may result in you not being shortlisted. You should clearly demonstrate this for both the essential and desirable criteria.

Shortlisting will be carried out on the basis of the essential criteria set out in Section 1 below, using the information provided by you on your application form. Please note the Trust reserves the right to use any desirable criteria outlined in Section 3 at shortlisting. You must clearly demonstrate on your application form how you meet the desirable criteria.

Proof of qualifications and/or professional registration will be required if an offer of employment is made – if you are unable to provide this, the offer may be withdrawn.

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 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

Shortlisting by

Application Form

Other

Hold a current full driving licence which is valid for use in the UK and have access to a car on appointment. This criteria will be waived in the case of applicants whose disability prohibits driving but who have access to a form of transport approved by the Trust which will permit them to carry out the duties of the post.

Flexible with regard to working arrangements including working in all Southern Trust Radiology Sites

Participate in evening / weekend rota as required to meet the needs of the service

Shortlisting by Application Form

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

Skills / Abilities

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

Ability to plan, organise and prioritise work.

Ability to work independently and as part of a team.

Ability to work accurately and with attention to detail.

Ability to use own initiative.

Responsible attitude to confidentiality.

Interview / Test

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

Working experience of hospital computerised information systems, e.g. Patient

Administration System (PAS) or Sectra RIS

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

Successful applicants

may be required to attend for a Health Assessment

can expect to be placed at the minimum point of the pay scale, although a higher starting salary, within the range of the pay band may be available if the person appointed has experience relevant & equivalent to the post. If the successful candidate is an existing HSC employee moving to a higher band, AfC Pay on Promotion will apply.

are able to request Flexible Working from the 1st day of their employment. A number of flexible working provisions are offered by all HSC Organisations including Full-time working, Fixed working patterns, Part-time working, Flexi-time, Compressed/elongated hours, Average hours working patterns, Term-time working, Job-share or Homeworking for some or all of the working pattern, depending on the role being undertaken. Successful applicants are encouraged to discuss with their manager what Flexible Working provisions may be available in the role they are taking up, prior to commencing employment, to help them achieve a positive Work/Life Balance.

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