Clerical Officer (XN02)

NHS

  • Leeds
  • £24,465 per year
  • Permanent
  • Full-time
  • 11 hours ago
Expected Shortlisting Date24/09/2025Planned Interview Date25/09/2025An exciting opportunity has arisen for a Clerical Officer to join the Diagnostic Administration team, supporting the Clinical Physiology Service at Leeds Teaching Hospitals NHS Trust. The role is full time Monday-Friday and based between two sites, Cardiac Investigations Unit at Leeds General Infirmary and Cardio-Respiratory Unit at St Jamess University Hospital.In this dynamic clinical environment, you will handle a range of administrative duties, collaborating closely with the existing admin team and departmental clinical team to schedule patient appointments, answer appointment queries and ensure patient access targets are consistently achieved.The ideal candidate will demonstrate exceptional organisational skills, the ability to work independently and as part of a team, and strong communication skills. You will regularly liaise with patients, clinical staff, and administration colleagues both within the department and across the wider organisation.While previous administration experience is desirable, it is not essential. The role will involve working between both LGI and SJUH sites, offering a varied and engaging work environment..Main duties of the jobAs a Clerical Officer supporting the Cardio-Respiratory diagnostic service, you will play a vital role in delivering smooth administrative support and excellent patient centred care. Acting as the friendly first point of contact for patients, carers, and visitors, you will greet and assist everyone who comes into the department with professionalism and warmth.Your daily duties will include reception responsibilities, answering telephone enquiries, making appointments and passing messages to the clinical team. You will book cardiac and respiratory diagnostic investigation appointments following designated templates, ensuring all bookings are made efficiently and in line with clinical priorities and departmental policies. You will work closely with a dedicated team of administrative Clerical Officers and Admin Coordinators, supported by Band 4 Assistant Patient Service Coordinators, and overseen by a Band 5 Patient Service Coordinator.This role requires excellent communication and organisational skills, with the ability to work both independently and as part of a team, helping to maintain a positive and efficient service environment.About usCome and join our team in Leeds and become part of The Leeds Way sharing our vision and values. Our Trust is recognised for our staff engagement, great care and rated GOOD by the Care Quality Commission.Leeds Teaching Hospitals NHS Trust is one of the largest acute health providers in the UK and based in one of the fastest growing and vibrant cities in the north.At Cardio-Respiratory CSU, we aim to be a fair and supportive CSU with positive, caring teams who are champions of the Leeds Way values. Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are:Patient-centredCollaborativeFairAccountableEmpoweredLeeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.DetailsDate posted02 September 2025Pay schemeAgenda for changeBandBand 2Salary£24,465 a yearContractPermanentWorking patternFull-timeReference numberC9298-CRS-299Job locationsSt. James's University HospitalBeckett StreetLeedsLS9 7TFJob descriptionJob responsibilitiesPRINCIPAL DUTIES & AREAS OF RESPONSIBILITYTo be fully conversant with and adhere to standard operating procedures, policies and agreed departmental procedures.To promptly process patient and/or other correspondence, documentation, letters, reports etc.To provide a full clerical support service to the Department including organising, sorting and filing documents and papers; dealing with incoming and outgoing paper and electronic post as required; photocopying, faxing and distributing information by post or email; typing letters and other documents.To greet patients and visitors to the department, providing an efficient and courteous service, referring queries or concerns regarding patients and other visitors to the department to appropriate senior staff.To plan and book appointments in priority order in accordance with departmental policy in a timely and efficient manner and arrange transport/interpreting services where appropriate.Check/enter patient and /or other details on the Patient Administration and other Systems.To request and retrieve relevant information from the appropriate administration system (electronic or paper systems) as necessary including patient case notes.Prepare documentation for processing, including inputting, photocopying or scanning.Check documentation is complete and available when needed in relevant clinic.Report and respond to any system faults and errors.Maintain and update patient/departmental databases, ensuring patient and other information is accurately recorded, prioritising within departmental guidelines and escalating unresolved situations/issues to appropriate line manager.To deal with telephone and in-person queries from patients and relatives, Trust staff and external agencies in a polite and helpful manner, observing the need for discretion and courtesy. Taking responsibility for returning any follow up calls as necessary.Follow Departmental/Trust disposal and destruction procedures of confidential documentation, in line with Data Protection Act and Confidentiality.Collect and deliver patient or other documentation/reports around Trust when required.Provide suitable cover for other clerical staff in cases of absences, as delegated by line manager.Assisting to maintain high standards of care, including:-- Maintain a safe working environment, reporting incidents, accidents, complaints- Understand the need to maintain and respect patient confidentiality- Participate in in-service training- Participate in mandatory training annually- Participate in annual performance appraisalVisit and/or work at other designated Trust sites as required ensuring continuity of service/patient care.General office work and any other duties assigned by the Supervisor/Team Leader or Manager, which may include:-Monitor and maintain appropriate/agreed levels of stock and non-stock items, including stationery and office suppliesmaintain diaries for senior staffJob descriptionJob responsibilitiesPRINCIPAL DUTIES & AREAS OF RESPONSIBILITYTo be fully conversant with and adhere to standard operating procedures, policies and agreed departmental procedures.To promptly process patient and/or other correspondence, documentation, letters, reports etc.To provide a full clerical support service to the Department including organising, sorting and filing documents and papers; dealing with incoming and outgoing paper and electronic post as required; photocopying, faxing and distributing information by post or email; typing letters and other documents.To greet patients and visitors to the department, providing an efficient and courteous service, referring queries or concerns regarding patients and other visitors to the department to appropriate senior staff.To plan and book appointments in priority order in accordance with departmental policy in a timely and efficient manner and arrange transport/interpreting services where appropriate.Check/enter patient and /or other details on the Patient Administration and other Systems.To request and retrieve relevant information from the appropriate administration system (electronic or paper systems) as necessary including patient case notes.Prepare documentation for processing, including inputting, photocopying or scanning.Check documentation is complete and available when needed in relevant clinic.Report and respond to any system faults and errors.Maintain and update patient/departmental databases, ensuring patient and other information is accurately recorded, prioritising within departmental guidelines and escalating unresolved situations/issues to appropriate line manager.To deal with telephone and in-person queries from patients and relatives, Trust staff and external agencies in a polite and helpful manner, observing the need for discretion and courtesy. Taking responsibility for returning any follow up calls as necessary.Follow Departmental/Trust disposal and destruction procedures of confidential documentation, in line with Data Protection Act and Confidentiality.Collect and deliver patient or other documentation/reports around Trust when required.Provide suitable cover for other clerical staff in cases of absences, as delegated by line manager.Assisting to maintain high standards of care, including:-- Maintain a safe working environment, reporting incidents, accidents, complaints- Understand the need to maintain and respect patient confidentiality- Participate in in-service training- Participate in mandatory training annually- Participate in annual performance appraisalVisit and/or work at other designated Trust sites as required ensuring continuity of service/patient care.General office work and any other duties assigned by the Supervisor/Team Leader or Manager, which may include:-Monitor and maintain appropriate/agreed levels of stock and non-stock items, including stationery and office suppliesmaintain diaries for senior staffPerson SpecificationExperienceEssential
  • Competent IT Skills
  • Previous experience working in office enviroment
Desirable
  • Previous experience working in a hospital environment
  • Working knowledge of patient related databases
Skills & behavioursEssential
  • Good interpersonal skills
  • Effectively communicate with patients and team members
  • Reliable and trustworthy
  • Able to work as part of a multidisciplinary team
QualificationsEssential
  • Basic literacy and numeracy with education to GCSE grade C, or equivalent.
Person SpecificationExperienceEssential
  • Competent IT Skills
  • Previous experience working in office enviroment
Desirable
  • Previous experience working in a hospital environment
  • Working knowledge of patient related databases
Skills & behavioursEssential
  • Good interpersonal skills
  • Effectively communicate with patients and team members
  • Reliable and trustworthy
  • Able to work as part of a multidisciplinary team
QualificationsEssential
  • Basic literacy and numeracy with education to GCSE grade C, or equivalent.

NHS