Clerical Officer

Salary: £22,816 - £24,336 per annum pro rata Role To provide an effective and efficient clerical and administrative support service to community services.

Principal Duties • To process referrals for community services. • To undertake typing of correspondence, policies and procedures, memos, minutes, reports as required. • To process all incoming and outgoing mail as appropriate. Post letters via post box or post office. • To answer telephone enquiries with a helpful and polite approach and take accurate messages and forward to appropriate personnel in a timely manner. • To undertake at times outgoing calls to hospital, GP surgeries, volunteer services. • To assist in the maintenance of Hospice filing systems, filing patient information and documentation as required. • Assist in archiving records for community patients. • To help maintain Hospice databases and record data accurately (training will be provided). • Liaise with relevant Community Administrative personnel to ensure accuracy of hospice databases and information. • To assist in the preparation and maintenance of patient records. • Checking ECR regarding patient status and clinical letters. • Ensure patient notes / files are made up and available for nurses and MDT team and all relevant documents are ordered and available. • Deal with visitors / deliveries into office. • Compile off duties, compliment registers and monthly stats within timeframe / deadlines. • To arrange meetings and maintain calendars using Microsoft Outlook. • To photocopy / scan as required. • To maintain appropriate levels of stationery and reorder as necessary. • To rotate as necessary to other areas and cover for colleagues as required within the Clinical Administration Team. • Promote the concept of team working. • Attend staff meetings and offer constructive ideas. • Attend team meetings with Community Nurses and feedback regarding Clinical Leads meeting and Community Admin meeting. • Record actions at team meetings and liaise with relevant personnel regarding any outcomes/ follow up. • Be able to work alone and deal responsibly to queries and workload efficiently. • Participate in performance reviews and identify learning needs with line manager. • Be able to prioritise and manage workload effectively. • Adhere to NIH Policies and Procedures. • To act as a role model. • Any other duties assigned by the line manager.

This job description is an outline of the post as it is currently perceived by the Hospice and may be subject to review as a result of a changing and developing service. General Responsibilities • Members of staff are expected at all times to provide a caring service and to treat all those with whom they come into contact in a courteous and respectful manner. • Staff are expected to demonstrate their commitment to Northern Ireland Hospice by their regular attendance and the efficient completion of all tasks allocated to them. • All staff must comply with Northern Ireland Hospice Smoking Policy. • All duties must be carried out in compliance with Northern Ireland Hospice Health and Safety policy and statutory regulations. • Northern Ireland Hospice is an Equal Opportunities Employer. You are required to adhere to Northern Ireland Hospice Equal Opportunities Policy throughout the course of your employment. • All information relating to patients and staff must be held in the strictest confidence and must not be divulged to any unauthorised person at any time, unless to do so is in the best interest of the individual. A breach of confidentiality will result in disciplinary action being taken in accordance with the Northern Ireland Hospice Disciplinary Procedure Essential Criteria: • GCSE English Language and Maths at Grade C or above or equivalent AND at least one year’s experience working in a healthcare setting providing a comprehensive administrative role. OR Extensive (3 or more years) experience working in a healthcare setting providing a comprehensive administrative role. • A working knowledge of Microsoft Office packages and databases for record keeping, monitoring and reporting purposes. • Excellent and accurate data entry skills to ensure data integrity and quality of the Community databases. • Excellent communication skills (oral and written) and organisational skills with the ability to multi-task, priortise and work to deadlines. • Flexibility to work additional hours as required.

Desirable Criteria • OCR Stage 2 Text Processing (Part 1) & Stage 2 Word Processing/ Typing (Part 2) or equivalent qualifications