Clerical Officer

Overview

Job summary:

Clerical Officer – Permanent 37.5 Hours

We are looking for an organised and motivated Clerical Officer to join our Community Allied Health Professional (AHP) Admin Team. This role is vital in providing essential administrative support to ensure the smooth and efficient running of our services.

To liaise with the clinicians, patients, and other Health Care services, to provide a comprehensive admin service to support clinicians in Community AHP Services, enabling them to focus on clinical duties and provide high quality patient care.

To answer the patient and staff phone lines, book and outcome clinic appointments, ensuring data is accurately recorded and up to date to enable effective monitoring of the services to ensure clinic utilisation and resources are maximised.

Main duties of the job

• Act as the first point of contact for the Community AHP Services, handling calls and queries from patients, carers, staff, and external professionals with empathy and professionalism.
• Provide comprehensive administrative support, including booking appointments, managing referrals, updating patient records on OASIS, and maintaining accurate databases.
• Assist with clerical tasks such as typing, photocopying, scanning, filing, and managing correspondence.
• Organise meetings, training sessions, and interpreter bookings; arrange patient transport when required.
• Support team leaders with sickness absence documentation, incident reporting (DATIX), and stock management.
• Handle patient complaints and enquiries, ensuring compliance with Trust policies and data protection standards.
• Liaise with procurement and finance teams for orders and invoices; monitor maintenance requests and equipment servicing.
• Contribute to team meetings, maintain high standards of conduct, and participate in mandatory training and annual appraisals.

Essential

• Good standard of education, 5 GCSEs A-C including Maths and English or equivalent.
• NVQ Business Administration/Customer Care NVQ2 or equivalent experience.
• Proven clerical/administrative experience within a customer care environment.
• Understanding of confidentiality and Data Protection Act.
• Computer literate with the ability to work in variety of computer applications, including Word and Excel.
• Excellent communication and customer service skills.
• Flexible and adaptable to change.
• Commitment to learning and training.

Desirable

• IT qualification – ECDL, RSAII.
• Previous experience working in the NHS/Healthcare environment.

Knowledge & Training

• Understanding of admin role and its application to patient care.
• Ability to work with confidential material and maintain confidentiality.
• Ability to work alone and as part of a team.

Communication & Relationship Skills

Analytical & Judgement Skills

• Able to respond quickly in a rapid working environment.
• Able to cope with different and competing demands.

Planning & Organisational Skills

• Able to meet deadlines and manage time set priorities.
• Highly motivated and organized.
• Able to work as part of a team, using your own initiative, organising and prioritise own and other workloads to changing and often tight deadlines.

Equality, Diversity, Inclusion and Trust Values

• Able to provide safe, caring, and effective services.
• Values and behaviours that reflect the Trust values of Care, Respect and Responsibility.
• Commitment to creating a diverse and inclusive workplace that is free from discrimination and where people feel they belong and their contribution is valued.

Employer:

The Dudley Group NHS Foundation Trust

Address:
Stourbridge Health and Social Care Centre, John Corbett Drive, Strourbridge, DY8 4JB

Reference number:

Band: 2

Salary: £24,465 a year Pro Rata, Per annum

Contract:

Permanent

Working pattern:
Full-time

Location:

Stourbridge Health and Social Care Centre, John Corbett Drive, Strourbridge, DY8 4JB

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.

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website.