Clerical Officer in Newmarket

Main area Administrative Grade NHS AfC: Band 3 Contract Permanent Hours Part time - 17 hours per week (Two days a week - Mondays & Fridays) Job ref 179-8169979-C

Employer West Suffolk NHS Foundation Trust Employer type NHS Site Newmarket Community Hospital Town Newmarket Salary £25,760 - £27,476 Per annum, pro rota Salary period Yearly Closing 21/10/2026 23:59

Clerical Officer

NHS AfC: Band 3

Job overview

To deliver and maintain a professional reception and administration service to the Outpatient Department at Newmarket Community Hospital and to all users including patients, relatives, colleagues.

This role is for 17 hours per week a permanent role working for two days specifically Mondays and Fridays 08:00-17:00

Main duties of the job

Provide a friendly and helpful front of house reception service by greeting and assisting patients, relatives and staff, responding to queries and referring to other members of staff where appropriate.

Ensure patients are checked in in a timely manner, whilst completing all mandatory fields and update on eCare and EPIC accurately with the use of a Smart Card.

Ensure the active and effective use of the electronic hospital system, following the operational procedures laid down by the department.

Input information on Trust systems, ensuring actions are undertaken in 'real time' and all post-clinic administration is completed.

Ensure all documentation relating to outpatient clinics are accurate and prepared in a timely manner.

Cover the patient phoneline service for Switqueue.

Ensure the Outpatient clinic area presents a clean, tidy, efficient, and professional image always.

Provide a high standard of general administrative support within Outpatient clinics.

Send relevant information in response to requests or queries received, in a prompt and timely manner, ensuring to update and maintain system records accordingly.

Work flexibly to provide cover for colleagues across the Outpatient department as required.

Fully engage in departmental meetings/ briefing, ensuring to provide relevant feedback to team members.

Working for our organisation

#BeKnown at West Suffolk NHS Foundation Trust. By us. By our patients. By our community

We are a busy, friendly, rural NHS Trust providing high-quality care and compassion to more than a quarter of a million people across west Suffolk. We care for, treat and support people in hospital, at home and in various community settings.

The West Suffolk Hospital in Bury St Edmunds provides acute and secondary care services (emergency department, maternity and neonatal services, day surgery unit, eye treatment centre, Macmillan unit and children's ward). It has 500+ beds and is a partner teaching hospital of the University of Cambridge.

Adult and paediatric community services, provided in collaboration with West Suffolk Alliance partners, include a range of nursing, therapy, specialist, and ongoing temporary care and rehabilitation, some at our Newmarket Community Hospital.

We do our utmost to achieve outstanding clinical outcomes for patients and our values of fairness, inclusivity, respect, safety and team work guide how we work and behave as a team.

Detailed job description and main responsibilities

Please see job description attached to view main responsibilities and duties of role.

With nearly 5,000 staff, from all over the world, we strive to make our organisation a great place to work. Whatever your role or ambition, we want to help you be the best you can be.

We promote a diverse and inclusive community where everyones voice counts and you can #BeKnown for whoever you are.

Join us. What will you #BeKnown for?

Person specification

Education & Qualification

• NVQ/BTEC Level 3 or equivalent experience (eg English & Maths)

Experience and knowledge

• Previous experience as an administrator/receptionist role, communicating with the general public.
• Knowledge of Information Governance requirements and GDPR (2018)
• Ability to analyse and interpret management and patient information and to make recommendations to others
• Knowledge of National guidelines for patients accessing hospital services who are not residing in the UK or for those who have residency of less than 12 months
• Communication with a wide range of multi-disciplinary teams and external agencies
• Working in an effective team
• Ability to work on own initiative
• Good organisational and prioritizing skills
• Experience of working within the NHS
• Experience of working where data is confidential
• Experience of multi communications with a wide range of teams
• Specialised knowledge of eCare, EPIC, Swiftqueue, & knowledge of RADAR incident reporting

Skills and Abilities

• Excellent interpersonal and communication skills
• Ability to work with different staff groups across all levels of the organisation
• Ability to work calmly in a busy environment
• Ability to use problem solving skills
• Able to manage own time and deliver personal objectives under pressure
• Ability to analyse and resolve complex patient appointment issues
• Ability to work autonomously, using own initiative
• Ability to prioritise work load
• Understanding of risk management and health and safety issues, raise incidents on RADAR
• Knowledge of health records
• Knowledge of e-Care or other NHS computer programmes
• Understanding conflict resolution
• Diplomatic and calm under pressure.
• Approachable, friendly and supportive of others
• A genuine interest in contributing to kind and compassionate care within the Trust
• Emotionally robust to cope with all situations that may arise within the Admin & Support environment
• Flexible approach to working hours and duties
• Able to relate to all people, valuing individual qualities that contribute to team working and the outcomes of care delivery
• Adaptable and accepting of change within the job role to ensure an efficient service delivery
• Values the importance of positive patient experience
• Interest in personal and professional development

Employer certification / accreditation badges

Application numbers

Please note that this advert may close early if we receive a high number of applications.

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