General Clerical Officer

Job summary

This is a part time post – 22.5 hours per week, worked over three days, 08:30-16:30, working in the 0-19 centralised Admin Team.

The role provides clerical support to the 0-19 Service (Health Visiting & School Nursing) and ensures an effective and confidential administrative service.

Main duties of the job

To provide clerical support to the 0-19 Service and to ensure an effective and confidential administrative service.

We are looking to recruit a motivated and professional clerical officer to work within a centralised administrative team, linked to the 0-19 Service. Your duties will be varied and will include dealing with telephone enquiries in a contact centre environment, making appointments using rotas on Systm One, scanning, generating letters, admin support to clinical staff and data inputting.

You should have excellent customer service skills. You should be able to communicate effectively in a sensitive and confidential manner. You should be computer literate, have excellent organisational skills and have experience of working in a fast paced office environment.

Please see the job description and person specification for full details.

About us

At Sheffield Children’s, our purpose is clear: to provide healthier futures for children and young people. Our three strategic aims are:

1. Outstanding Patient Care
2. Brilliant Place to work
3. Leaders in Children’s Health

We work successfully with local, regional, and national partners to provide physical and mental healthcare across acute and community settings. Many of our clinicians are amongst the best in their field, recognised nationally and internationally for their expertise.

As well as having enormous pride in what we do, we are a friendly, welcoming, and motivated NHS Trust who are guided by our CARE values: Compassion, Accountability, Respect, and Excellence. Our nearly 4000 colleagues live these values, ensuring kind and compassionate care that makes patients and their families feel safe and at home.

As we approach our 150th anniversary in 2026, we remain committed to enhancing our reputation in children’s health leadership, improving the experiences of both patient and colleagues, and focusing on our communities and population health.

Date posted

27 August 2024

Pay scheme

Agenda for change

Band

Band 2

Salary

£23,615 a year per annum pro rata

Contract

Fixed term

Duration

12 months

Working pattern

Part-time

Reference number

425-24-6461444

Job locations

Centenary House

55 Albert Terrace Road

Sheffield

S6 3BR

Job description

Job responsibilities

Answering telephone enquiries from clients and other professionals such as social workers, midwives, General Practitioners and Child Health, dealing with messages, recording information as appropriate.

To be aware that the majority of this work will contain detailed clinical/medical information and use clinical/medical terminology. To be aware that such material may contain sensitive or confidential information

Deal with queries or complaints appropriately and to be aware of sensitive information.

Use a range of communication tools effectively including email, letter, telephone, fax and memo

Access voicemail as necessary and pass on relevant messages

Book appointments at the Health Visitors request and send out appropriate letters to clients

Ability to retrieve information and use Systm One to gather and input patient details/information as requested

Scan/File letters, reports and test results, many of which are of a confidential nature

To undertake secure and confidential storage of records accurately and efficiently

Photocopying and distribution of literature and information as requested

Order stationery and stocks items and to ensure that workable levels of stationery and documentation are maintained within the department

Recording of general information in the client notes. Maintain an up to date record of births, transfers in and out of caseload and reviews due

Liaison with other agencies, General Practitioners, Hospitals, other Health Visitors, Interpreter Services and general public as necessary

Manage own workload on a daily basis, independently and to demonstrate the flexibility required to respond to interruptions and changing priorities

Type letters and documents as requested by the Team Leader

Participate in team meetings

Participate in the staff appraisal scheme as an appraisee and be responsible for complying with agreed personal development plans to meet set knowledge and competence objectives

Undertake any necessary skills training, professional updates and mandatory training as appropriate to the post

Other duties as requested by Health Visiting teams eg recording of performance data

Inclusive Recruitment & Selection

We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.

We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: Catherine.Gilbert7@nhs.net

We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert at Catherine.Gilbert7@nhs.net

Trust Values

The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:

• Compassion leading by kindness and showing empathy, understanding and respect
• Accountability striving to do the right thing and owning responsibility
• Respect value differences, tackling inequality and fostering a culture of inclusion
• Excellence delivering a high-quality standard of care

Person Specification

Qualifications

Essential

• Good general standard of education to GCSE Level
• Good working knowledge of Windows 2000 applications
• NVQ2 or equivalent level of knowledge/experience

Desirable

• RSAI/II in typing/word processing
• ECDL

Knowledge

Essential

• Excellent interpersonal skills
• Good verbal & written communication skills
• Ability to prioritise workload and work independently
• Understanding of confidentiality

Desirable

• Working knowledge of Microsoft Outlook

Experience

Essential

• Ability to work as part of a team and own initiative

Personal Attributes

Essential

• Positive and flexible attitude to work
• Welcoming and firendly disposition
• Sympathetic

Additional information

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Sheffield Children’s NHS Foundation Trust

Address

Centenary House

55 Albert Terrace Road

Sheffield

S6 3BR

Employer’s website

https://www.sheffieldchildrens.nhs.uk/ (Opens in a new tab)

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