Clerical Officer (XN02) in Leeds

An 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 James 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. This post is a 30 hours per week part-time role for 12 months to cover maternity.

Main duties of the job:

• Acting as the friendly first point of contact for patients, carers, and visitors, greeting and assisting 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 us:

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.

Principal Duties & Areas of Responsibility:

• To 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 system) 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 appraisal. Visit 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 supplies.

Person Specification:

• Basic literacy and numeracy with education to GCSE grade C, or equivalent.
• Competent IT Skills.
• Previous experience working in office environment.
• Previous experience working in a hospital environment.
• Working knowledge of patient related databases.
• Good interpersonal skills.
• Effectively communicate with patients and team members.
• Reliable and trustworthy.
• Able to work as part of a multidisciplinary team.

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.