Clerical Officer

The provision of an effective administrative/reception support service within anintegrated operational service environmentTo use effectively information systems to meet quality and performance standardsBe able to demonstrate effective office skillsDeliver an efficient front line service for customersTo ensure robust clerical systems are maintained.To provide clerical/reception support to the team leaders and others as appropriate andnecessaryTo participate in the PDR review process ensuring business priority objectives are metand a personal development plan is maintained and evaluated.To be responsible for own continuing professional development maintaining aprofessional portfolio and demonstrating evidence of reflective practice.To undertake mandatory training as in line with organisational policy and attend updatesand study days as appropriate to the post. To adhere to all Trust Policies and Procedures and contribute to their development asappropriateTo organise and co-ordinate clinic lists as required by sending out appointment letters/contacting patients / rearranging appointments.To be proficient in the use of Microsoft Word.Answer telephone enquiries from clients/carers and other agencies, ensuring clear andlegible messages are relayed to the most appropriate person. There will be an emphasison the need for confidentiality, accuracy and the necessity to refer all requests forinformation to the team leaderEnsure that the clerical procedures for appointments, admissions, transfer and dischargeof patients are completed in line with the relevant team procedures.To assist with arranging reviews and home visits, with clients, carers and other staffmembers, ensuring efficient scheduling and good communication, as requested.To use initiative when responding to queries from patients, clinical staff and otherprofessionalsPhotocopying to ensure adequate supply of documentation.To provide cover in the absence of the senior Clerical Officer to ensure delivery ofeffective clerical support.Organise filing of discharged clinical notesTo organise and carry out archiving of notes as required.To be responsible for organising and prioritising own workload to meet service needs. CommunicationTo provide clerical and reception support to the users of the ServiceTo communicate and work effectively with other team members to help support andimprove the work of the teamTo plan, organise and develop your work to meet specified requirements and deadlinesTo record, store and supply informationTo communicate information using systems availableTo support and maintain the use of information systems including data basesTo assist in designing, creating and producing a range of documents from various sourcesto specified deadlinesTo photocopy, re-produce, distribute and process documentsTo prepare and maintain documents for storage and archiving following Departmental andTrust guidelinesTo receive, sort and co-ordinate the distribution of mail, including ordering and distributingspecified goods and servicesTo assist in the receipting, recording, monitoring and making of payments in line withpolicies, procedures and guidelinesTo assist with the management and the organisation of diariesTo contribute to the arrangement and setting up of meetingsUse appropriate skills to ensure confidentiality and work within information governancerequirements.Communicate on the telephone in a responsible and professional manner, including dealing withpatients who have emotional and/or language issues.To send and receive faxes and distribute to appropriate personnel in a timely manner, to aideffective communication.To communicate on a professional level with all staff and managersTo communicate with Doctors and other health professionals to update and obtain patientinformation.Arrange patient transport as appropriate.To constantly prioritise and schedule own workload to meet service demands and pressures tomeet deadlines.To record, store and supply informationTo communicate using information systems availableTo exercise good personal time management, punctuality and consistently reliable attendance todevelop good and effective working practise.To support the department equipment controller to ensure the asset register is kept up to date