Clerical Officer - Microbiology, Band 2 inGloucester inGloucester PUBLISHED MON 11 NOV 2024

Band 2 PERMANENT
NHS

Gloucestershire Hospitals NHS Foundation Trust rKIMZDIS

Join a reputable NHS Foundation Trust, contributing to the healthcare of Gloucestershire and South Worcestershire communities.

Work in a dynamic environment with a significant workload, handling approximately 380,000 specimens a year, providing a challenging and fulfilling experience.

Engage in meaningful work supporting Consultant Microbiologists, enhancing professional relationships and collaboration within the medical field.

Develop and refine essential administrative skills through diverse tasks, including managing appointments, handling enquiries, and coordinating communications.

Enjoy a flexible working environment as part of a supportive team, fostering camaraderie and teamwork to ensure efficient operations.

Benefit from opportunities to improve organizational and communication skills, essential for personal and professional development.

Contribute to the quality management of the department, ensuring high standards in public health and laboratory processes.

The Clerical Officer - Microbiology, Band 2 role at Gloucestershire Hospitals NHS Foundation Trust involves providing administrative support within the Microbiology Department, which services multiple hospitals and GP practices in the area. The position requires a reliable and motivated individual who possesses strong interpersonal skills and the ability to work effectively in a team. Key responsibilities include managing telephone inquiries, scheduling patient appointments, and performing general clerical tasks while ensuring efficient communication and organisation.

Candidates should have at least GCSE grades in literacy and numeracy, experience with Microsoft Office, and exemplary written and verbal communication skills. The role also entails specific tasks such as administering appointment systems, processing invoices, and assisting with quality management records. Flexibility and initiative in adapting to departmental needs and supporting colleagues during absences are essential for success in this position.

This is an excellent opportunity for a suitably qualified and experienced person to join the Microbiology Department as a Clerical Officer. The Microbiology laboratory is located on the Gloucestershire Royal Hospital site and provides an extensive service to the two acute hospitals, smaller local hospitals and to GPs in Gloucestershire and South Worcestershire. The current laboratory workload is approximately 380,000 specimens a year.

The successful candidate will be reliable, enthusiastic, motivated and forward thinking. They will demonstrate good interpersonal skills and must be a team player.

The secretarial team provides support for the Consultant Microbiologists and senior laboratory staff, with offices on both hospital sites.

Key duties for the clerical role include dealing with telephone enquiries, organising patient appointments and general clerical tasks.

About us
Knowledge, Skills and Experience Required.
Educated to GCSE grade 4 or above (or equivalent) in literacy and numeracy

IT experience of Microsoft Office packages

Professional telephone manner to minimise conflict, resolve queries and maintain the reputation of the organisation when dealing with all calls

Good organisational skills with the ability to prioritise workload and to work to deadlines

Good written and verbal communication skills with a good command and understanding of English, punctuation and grammar

Good interpersonal skills for dealing with people internal and external to the organisation

Ability to work flexibly within a team

Ability to work quickly and accurately

Ability to use own judgement and initiative as appropriate
Specialist Areas
Andrology Appointment System

Administration of the telephone appointment line for patients booking semen analysis tests

Book patients into an Outlook calendar, within laboratory waiting time targets

Negotiate appointments with patients wherever possible, managing room bookings.

Process cancellation and re-appoint patients observing laboratory waiting times

Ensure that patients are aware of their appointment dates and all relevant information is sent out to them.

General Admin

Answering telephone enquiries for the department and for the Consultant Microbiologists

Taking telephone messages and forwarding to the relevant duty Consultant as appropriate

Receipting departmental invoices and deliveries for payment.

Delivering post within the department

General filing and photocopying duties

Checking tests results for the daily clinical file, ensuring the Consultant staff have all relevant information available for ward rounds

Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc.

Help maintain records required for the departments quality management system (e.g. approved suppliers)

Team-Working

To work as part of an Administrative Support Team working flexibly to ensure that administrative work is shared out equally and performed to excellent, efficient and safe standards

To help provide cover for colleagues during absences/annual/sick leave as directed by the Clinical Scientist.

Take the initiative when required as well as working flexibly and adapting to the demands of the department/team as appropriate.

Liaise with relevant team members to ensure that any process changes run smoothly and efficiently.

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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...

Useful skills for a Clerical Officer - Microbiology, Band 2: Click to view

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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