Clerical Officer inManchester inManchester PUBLISHED
WED 22 JAN 2025
The Christie NHS FT roI7Sm3e
Opportunity to work at The Christie, one of Europe's leading cancer centers, allowing you to be part of impactful healthcare.
Thorough training provided to develop professional skills, ensuring you are well-equipped for your role.
Permanent position with job security in a supportive work environment.
Involvement in key administrative tasks that directly support patient care and contribute to the smooth operation of the hospital.
Flexible working hours between 08:00 and 17:00, promoting a better work-life balance.
Engagement with a diverse range of staff and visitors, enabling you to build a broad professional network within the healthcare community.
Continuous personal development opportunities, including training sessions and workshops to enhance your career growth.
The Christie NHS Foundation Trust in Manchester is seeking a Clerical Officer to join their Health Records Library team. This permanent position involves a variety of administrative tasks, such as filing and retrieving patient casenotes, assisting with patient information requests, and ensuring compliance with data protection regulations. The role requires collaboration with medical and administrative professionals, as well as flexible working hours from 08:00 to 17:00. Successful candidates will receive training and support to develop their skills in providing high-quality service to patients and staff.
Key responsibilities include managing health records efficiently, monitoring communications regarding patient files, performing general clerical duties, and ensuring accurate tracking of case notes. The role also involves interacting with patients and guiding them through the hospital, as well as supporting the training of new team members. Candidates should demonstrate the ability to work under pressure, handle interruptions, and maintain a high standard of professionalism in a fast-paced environment.
Key responsibilities include managing health records efficiently, monitoring communications regarding patient files, performing general clerical duties, and ensuring accurate tracking of case notes. The role also involves interacting with patients and guiding them through the hospital, as well as supporting the training of new team members. Candidates should demonstrate the ability to work under pressure, handle interruptions, and maintain a high standard of professionalism in a fast-paced environment.
An exciting opportunity has arisen for an enthusiastic individual to become a part of the Health Records Library team here at The Christie. The successful candidate will receive thorough training and will develop professional skills to provide a support service to the trust's patients. This post is permanent on site.
The Christie NHS Foundation Trust, based in Withington, Manchester is one of the leading cancer centers in Europe, offering high quality diagnosis, treatment and care as well as being at the forefront of cancer research and education.
As a Health Records Library clerk, you will be trained to be a valuable member of our team, providing support such as filing and retrieving casenotes, liaising with hospices around information of patients as well as many other administrative elements. Covering of other posts is also expected with sufficient training. Post holder will need to be available to work flexibly between the hours of 08:00 and 17:00.
To be successful, you will need to show you fulfil the essential criteria on the person specification.
Contact Robert Goodall Support Manager on or for more details.
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The Christie NHS Foundation Trust - recognising the potential of a diverse workforce. The Trust operates a no smoking policy.
- To provide efficient running of Access to Health Records Library/Central administration services ensuring compliance with Caldecott guidance and data protection whilst facilitating the safe, confidential, and secure storage and transmission of Health Records and subject to access requests in line with Trust management policies.
- He/she is expected to carry out delegated administrative and clerical support to ensure appropriate information and support is given to all patients and staff as well as collation, input and analysis of relevant patient data on a range of systems and web portals.
- To be operationally responsible for providing the administration of a patient focused service in a professional and timely manner whilst adhering to National and Trust policies/targets relating to Access to Health requests. The post requires contact with a wide range of medical/non-medical professionals internal and external / secretarial / administration staff to ensure the smooth running of the Hospital.
About us
- Meet and greet visitors into The Christie at the Oak Road reception and be welcoming and polite.
- Assist in assessing the patients eligibility for NHS treatment and inform the appropriate senior member of staff in order for queries to be investigated.
- Responsible for the retrieval of outside notes and films and reports as requested.
- Monitor the Health Records email inbox from internal staff and action emails accordingly.
- Undertake general clerical tasks as delegated by the Clinical PAs and Clinical Administrators, to contribute to the smooth running of the team. To work to tight deadlines, reorganising schedules in own workload in order to achieve these deadlines.
- Ability to respond positively to frequent interruptions and unplanned changes during the working day.
- Input and analysis of relevant patient data on a range of systems and web portals.
- To deal with requests for copy notes from Hospices and other hospitals.
- Use CWP and Careflow to merge duplicate patient records.
- Amend and update the patient administration systems with any notified changes to patient details [ e.g., patient address, death] Regular and routine filing of the case notes in the medical records libraries which house over 150,000 items.
- Maintenance of library, i.e. movement of files to appropriate storage areas and ensuring tidiness of shelving including culling within the local policy.
- Support the administration of case note requests, photocopy case notes prior to dispatching to other hospitals, hospice etc.
- To be responsible for updating the hospital case notes tracking system, making sure that the location of case notes is accurately recorded at all times.
- To ensure casenotes are neat and tidy with no loose paperwork. Repairing or splitting untidy or large casenotes.
- Sign post and direct patients to the correct departments for their appointment.
- Use the teletracking system to arrange for porters to transport patients to appointments.
- To contact patients by phone with regard to their appointments and to annotate case notes where necessary.
- Prepare casenotes for outpatient clinics a day in advance and track them to appropriate department.
- Receive skinny notes back from the wards and file all relevant paperwork into patient case notes appropriately.
- Retrieve case notes from file that are eligible to be sent to offsite storage and ensure they are accurately tracked on Careflow.
- Support any staff members that come to the library to retrieve notes and guide them to the correct location.
- Responsible for supporting all administration staff with daily tasks particularly during peaks in workload.
- To liaise with other departments/hospitals/any other agency as required ensuring all telephone enquiries are dealt within an efficient and confidential manner.
- General maintenance of individual case notes by filing loose reports, letters, and results into appropriate sections, and separating by sections to create new volumes as appropriate.
- Support in the training of new members of staff within a given area as required.
- To attend team meetings with the team leader.
- To work collaboratively with staff and patients to comply with legislative requirements and best practice in acknowledgement of managing diversity, equal access and equal opportunities.
- To identify personal training needs and actively participate in the development of appropriate training sessions. To attend training sessions run by the core Health Records team and other appropriate courses, as required. To provide cover for other clerical staff in the case of annual and sick
This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder. Other duties may be required from time to time, which are commensurate with the grade of the post. This job description is subject to regular review and appropriate modification.
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More about the NHS
The National Health Service (NHS) is a cornerstone of healthcare in the United Kingdom, established in 1948 with the simple yet profound principle of providing healthcare to all citizens, free at the point of use. This revolutionary system aimed to ensure that access to medical services would not depend on an individual’s financial situation, a concept that has since become fundamental to British societal values. Learn more...
More about CANCER
Cancer remains one of the most significant health challenges in the United Kingdom, impacting millions of lives each year. According to Cancer Research UK, nearly one in two people in the UK will be diagnosed with cancer at some point in their lifetime, highlighting the pervasive nature of this disease. Learn more...
Useful skills for a Clerical Officer:
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To work as a Clerical Officer in the UK, you typically need a combination of administrative, communicative, and IT skills. Here are the key skills that are often required or beneficial for this role:
1. Organizational Skills: Ability to maintain files, records, and documents in an orderly manner, and to manage multiple tasks efficiently.
2. Attention to Detail: Accuracy is crucial in data entry and record-keeping, as clerical officers often deal with sensitive information.
3. IT Skills: Proficiency in using office software such as Microsoft Office (Word, Excel, Outlook) and familiarity with databases and other office equipment.
4. Communication Skills: Strong verbal and written communication skills are necessary for interacting with colleagues, clients, and stakeholders.
5. Customer Service Skills: Ability to deal courteously and effectively with members of the public and respond to inquiries.
6. Problem-Solving Skills: Ability to identify issues and find effective solutions can be helpful in managing day-to-day office challenges.
7. Time Management: Ability to prioritize tasks to meet deadlines and manage one's own time effectively in a busy work environment.
8. Teamwork: Ability to work well within a team and support colleagues in achieving common goals.
9. Confidentiality and Discretion: Understanding the importance of confidentiality, especially when handling sensitive personal information.
10. Basic Numeracy Skills: Ability to perform basic arithmetic, which is often necessary for handling invoices, budgets, and financial records.
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