Job Summary

This is an opportunity to join the team at Clifton Cornerstone as a Band 3 - Senior Clerical Officer. This is a part-time position working 22.5 hours per week. Each day is varied, the role requires you to prioritise, multitask and use your own initiative with matters that arise.

Main Duties of the Job

You should possess good organisational, supervision, communication, IT and Admin skills. SystmOne experience would be an advantage, but training will be given. Attention to detail and the ability to prioritise your own workload is essential. You must be confident in completing tasks using your own initiative without supervision, supporting wider building issues and have a good understanding of confidentiality and data protection. The successful candidate will need to be flexible to cover and may need to work from alternative sites across the [Employer hidden — sign up to reveal] area.

About Us

We are a provider of NHS Community Health Services, [Employer hidden — sign up to reveal] exists to support the health and wellbeing of all local people, working alongside other health and care partners to achieve this. We are a value driven, people business with a passion for excellence. Our vision and social purpose is to make a difference everyday to the health & wellbeing of our communities and our values of kindness, respect, trust and honesty lie at the heart of everything we do, guiding how we work together with partners and each other to consistently deliver high quality compassionate care. As a social enterprise we aim to add social value by investing in the future of our local communities and helping to make a difference in peoples lives. [Employer hidden — sign up to reveal] value the benefits of a diverse and inclusive workforce. We encourage applications from candidates who identify as disabled, LGBT+ or from a Black, Asian or Minority Ethnic (BAME) background, as they are currently under-represented within our organisation. We are proud to be a forces-friendly organisation and are dedicated to supporting Veterans, Service Leavers, Reservists, and military spouses/partners. [Employer hidden — sign up to reveal] is an equal opportunities employer. We are positive about employing people with disabilities. If you require your application in a different format please contact People Services on [contact hidden]. [Employer hidden — sign up to reveal] is committed to the protection of vulnerable adults and children.

Job Responsibilities

• Organise the day-to-day administration of the Health Centre and take responsibility for the site in the absence of the Health Centre Manager.
• To be responsible for the supervision of staff within the Health Centre.
• Ensure the smooth running of the site and report any faults in a timely manner.
• Ensure a high-quality, welcoming reception function for all clients and visitors.
• To assess, monitor and allocate the use of accommodation and equipment in the Centre.
• To check & order supplies for use within the Centre, ensuring adequate supplies are maintained.
• To prepare recharges on a quarterly basis for room bookings, franking and consumables and submit to the Finance Team.
• Work with the Health Centre Manager to ensure Building Compliance is up to date.
• To Deputise in the absence of the Health Centre Manager.
• The day-to-day supervision of reception staff within the Centre.
• To resolve client queries and provide information to clients by personal contact and by telephone and to work closely with GP Practices, internal and external Organisations and relevant Agencies and establish links to improve service provision.
• To provide a focal point for patients, staff, GPs and other agency enquiries and provide information to these groups by personal contact and by telephone.
• To use own initiative to deal with and react appropriately to messages and enquiries in the absence of health professionals to ensure client satisfaction.
• To ensure all clients are dealt with in line with the PALS philosophy, displaying tact, diplomacy and sensitivity to individual needs. To address and report any complaints to the appropriate person in line with [Employer hidden — sign up to reveal] procedures.
• To participate in fire drills and lectures, to identify, assess and refer Health & Safety matters appropriately and to deliver Health & Safety Induction to staff.
• To participate in the interviewing and selection of receptionists and undertake coaching and Induction for these staff and offering mentoring as appropriate.
• To check and order supplies for use within the health centre and for issue to clients and ensure adequate supplies are maintained for clinics and clients.
• To recharge consumables and franking on a quarterly basis to Finance using the Acumatica system.
• To ensure Health & Safety Procedures are followed and incident forms are submitted accordingly.
• To be aware of the importance and sensitive nature of information and maintain strict confidentiality in all aspects of work.
• To access Open Space / TAP or other electronic system to assess room usage. Collate information required for clinic rooms and input onto Open Space / TAP or other electronic system.
• To access Room Booking Account to assess room usage. Collate information required for clinic rooms and input onto spread sheet.
• To ensure any changes within the service are understood and complied with appropriately and are communicated to the relevant parties.
• To report and log any office faults of service equipment and to follow up on completion.
• To report and log building faults and to follow up on completion.
• To report and log cleaning issues and to follow up on completion.
• In the absence of the Health Centre Manager ensure that the Estates Department are informed of any maintenance defects in a timely manner and to follow up on completion.
• To work with the Health Centre Manager to action IPC and Cleaning Audits.
• To ensure building compliance is relevant and up to date.
• To have strong organisational skills and to be able to communicate with people at all levels.
• To be flexible to cover working hours due to staff absences at other Centres in order to meet the needs of the service and undertake any other clerical duties that maybe reasonably required.
• To liaise with HD patient contacts and Procurement to keep accurate records and order supplies, following up any issues.

Person Specification

Experience

Essential:

• Evidence of good organisation skills.
• Demonstrate ability to - complete general office procedures, manage own workload and meet tight deadlines, use initiative, keep accurate records.

Desirable:

• Experience of working within the NHS.
• Knowledge of SystmOne and scanning.
• Experience of reception work.

Qualifications

Essential:

• Good working knowledge of Microsoft Office to include Outlook/Word/Excel/Teams.

Desirable:

• RSA ll/III or equivalent level of IT skills.
• ECDL qualification.
• NVQ in Administration.
• Customer Service.

Knowledge and Skills

Essential:

• Evidence of understanding confidential and sensitive issues.
• Knowledge of Health, Safety & Security.
• Use of IT, Email, Internet and word processing.
• Evidence of successfully communicating with people at all levels.
• Able to work effectively as part of a team.
• Adaptable to change.

Desirable:

• Knowledge of online incident reporting.
• Previous experience of fire warden evacuation.
• Contribute to the improvement of efficient reception duties.

Special Requirements

Essential:

• Ability to be flexible over hours worked within contracted hours to meet the needs of the service.
• To be flexible to cover other Health Centres if necessary, according to the needs of the service as and when required.

Desirable:

• Full driving licence and the ability to travel between locations.

Disclosure and Barring Service Check

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.

Employer Details

Employer name: [Employer hidden — sign up to reveal]

Address: Clifton Cornerstone, Southchurch Drive, Nottingham, NG11 8EW

Employer's website: https://www.nottinghamcitycare.nhs.uk/

Employer Contact Details

For questions about the job, contact: Health Centre Manager, Des Oldham

Email: [contact hidden]

Phone: [contact hidden]