Clerical Officer/Receptionist

at  Portsmouth Hospitals University NHS Trust

Company Description
Here at Portsmouth University NHS Trust, we are proud to provide expert, compassionate care for our local population. We are ranked as the third in the country for research, embedding education and training across the organisation. Our main hub is the Queen Alexandrea Hospital, which is one of the largest hospitals on the south coast employing over 8,700 staff.
We are looking for an experienced clerical officer with reception experience to join the Occupational Health Department at Queen Alexandra Hospital. This is a key role within the team as you will be one of the first points of contact for all our clients. The right candidate will need to possess excellent verbal and written communication skills as well as the ability to communicate with all groups of staff. Experience of working in a busy and challenging environment is essential. If you have an aptitude for office work, have an eye for detail with regard to data entry and possess a willingness to be flexible and work as part of a team, please do apply.
Job Description
The Health and Wellbeing team at Queen Alexandra Hospital is a dynamic, vibrant and progressive department. Wellbeing is at the forefront of everything we do and we have a strategic aim to be the Best Place to Work. We are committed to ensuring the staff at the Trust have the support to remain safe and healthy at work/home.
We are looking for a flexible, reliable and self-motivated clerical officer with reception experience to join the team.
This is a key role within the team, as you will be one of the first points of contact for all visitors to the department. The right candidate will need to possess excellent verbal and written communication skills, as well as the ability to communicate with all groups of staff.
Experience of working in a busy, challenging environment is essential. If you have an aptitude for office work, have an eye for detail with regards to data entry and possess a willingness to be flexible and work as part of a team then please do apply!

JOB SUMMARY

As a clerical officer/receptionist within the Occupational Health Department, the main duties are:

• Greeting all visitors to the department with a friendly and approachable manner
• Deal with all enquiries sensitively and professionally
• Always maintain confidentiality
• Process new referrals onto the electronic system ready for triage by the clinical team
• Deal with all appointment management enquiries e.g., booking, rescheduling, cancelling appointments
• Undertake accurate timely data entry into the ESR system, NIVS system and OPAS-G2 system as required with regard to the flu campaign and covid booster campaign.
• General administration within the office including preparation of Department clinics, use of OPAS-G2 system to book appointments, dealing with client and professional enquiries by post, email fax and telephone.
• Administration and effective cost management as part of all sites and be responsible for initiation of accounts to be raised.
• To act on requests as required from the nursing staff, and Administration Manager.

Qualifications

Essential

• IT Skills to NVQ 2 or relevant equivalent
• Educated to GCSE/O Level Standard or equivalent (including English Language)

EXPERIENCE

Essential

• Knowledge of office procedures

Desirable

• Previous audio typing experience
• 1 years experience of working in a healthcare office environment
• Knowledge of OPAS (training will be provided)

SKILLS AND KNOWLEDGE

Essential

• Ability to achieve high levels of accuracy in data processing
• Ability to ensure deadlines are met
• Excellent clear communication, interpersonal and organisational skills
• Able to communicate and liaise with staff at all level
• Demonstrate confidentiality and discretion at all times
• Able to work independently and recognise the importance of team work
• Strong and demonstrable customer service skills

• Greeting all visitors to the department with a friendly and approachable manner
• Deal with all enquiries sensitively and professionally
• Always maintain confidentiality
• Process new referrals onto the electronic system ready for triage by the clinical team
• Deal with all appointment management enquiries e.g., booking, rescheduling, cancelling appointments
• Undertake accurate timely data entry into the ESR system, NIVS system and OPAS-G2 system as required with regard to the flu campaign and covid booster campaign.
• General administration within the office including preparation of Department clinics, use of OPAS-G2 system to book appointments, dealing with client and professional enquiries by post, email fax and telephone.
• Administration and effective cost management as part of all sites and be responsible for initiation of accounts to be raised.
• To act on requests as required from the nursing staff, and Administration Manager