Clerical Officer

The Sheffield Children's NHS Foundation Trust is looking to recruit three full time people to join our friendly team and help maintain the high standards of service within the Emergency Department.
To provide a comprehensive reception and clerical service to the Emergency Department, and undertake reception duties in a pleasant tactful and understanding manner. You must
be prepared to deal with distressed parents/patients and take details from parents/ambulance personnel in the 'resus' environment. On arrival of patients in the department, the post holder will be expected to obtain immediate appropriate assistance from medical/nursing staff if there is any cause for concern regarding the condition of the patient. It is essential that you exercise initiative commensurate with the role and vital that confidentiality is maintained at all times.
Previous experience in a NHS environment would be advantageous but not essential as full training will be provided. You must be enthusiastic, flexible and able to work alone, within a team and use initiative.
The ED Clerical Officer is responsible for providing high standards of service to anyone who attends our department using a range of systems.
The three vacancies will be covering a 24 hour service and will be required to work nights. We cover 7 days a week including bank holidays., + Receive patients/parents/guardians presenting to the ED reception desk, obtain immediate appropriate assistance from medical/nursing staff if there is any cause for concern regarding the patient's condition.
+ Search for the patient on the Careflow Patient Administration System (PAS), ensuring search procedures are followed, register patient if no previous record exists.
+ Book patients in on the ED module of the Careflow PAS ensuring all relevant information is obtained from the parent/guardian to enable accurate data entry.
+ Produce record card/labels from the Careflow PAS, and retrieve record cards of previous attendances.
+ Direct patients to triage nurse/appropriate area to await treatment, answering queries and maintaining excellent customer service at all times.
+ Make appointments as required for patients needing follow up in ED & outpatient clinics.
+ Enter clinical coding (as recorded by medical staff on the ED card), onto the Careflow PAS., + Analyse the data to ensure this accurately reflects the attendance, and bring any anomalies to the attention of medical staff.
Ensure completed ED records cards are accurately filed in the ED record library.
+ On receipt of investigation results, check the Careflow PAS to ascertain if the result is relevant to an ED attendance and accurately file within the ED record, or forward the result to the appropriate department.
+ Produce ED clinic attendance lists, create eDMS (our electronic patient record) episode folders and prepare in readiness for clinics.
+ Receive patients arriving for ED clinic attendances, and record the attendance/outcome on the Careflow PAS.
+ Record admission details of patients being admitted via the department onto the Careflow PAS; ensure all relevant ED documentation is copied into the case notes.
+ Prepare new case note folders if no previous notes exist, ensuring registration procedures are followed. This includes supporting the admin for admissions to wards out of hours.
+ Take details from GP practices regarding patients being referred to the Acute Assessment Unit (AAU). On arrival of the patient ensure they are correctly booked onto the ED module of the Careflow PAS. When patient transfers from ED to AAU ensure admission details are recorded on Careflow PAS and all necessary documentation/case notes are prepared and passed to AAU.
+ Ensure the correct ED coding is entered onto Careflow (as per defined procedures).
+ Subsequently ensure the patient is discharged, or transferred on Careflow to an in-patient ward.
+ Ensure relevant procedures are followed in the event of Careflow PAS downtime.
+ Ensure relevant procedures are followed in the event of a request for 'fast track' child protection case notes.
+ Where necessary inform patients/parents/guardians of the reasons for any delays in the department. Liaise with parents querying individual waiting times and offer explanations as to why others may have taken priority.
+ The post holder will be required to deal with parents/guardians who may be angry or distressed. Excellent customer service will be required throughout.
+ Ensure effective communication both within the Trust and between GP's, police, ambulance personnel, NHS 111, and patients/parents etc. is maintained.
+ Exercise independent judgement and initiative based on acquired experience and knowledge when problems arise by taking appropriate action to resolve the problem or referring to the appropriate person.
+ Responsibility for ensuring all data entered on the Careflow PAS is accurately recorded, with particular regard to ensuring no duplicate patient registrations are made.
+ Ensure that the Trust's Code of Practice for Safeguarding Patient Information is adhered to at all times.
+ Ensure that both the Trust's Health and Safety Policies are adhered to at all times.
+ Constant liaison with medical and nursing staff within the department.
+ Deal with enquiries regarding the whereabouts of patients. Ensure specimens are accepted and dealt with appropriately, ensuring they are distributed to appropriate departments (or transport for those going externally) within acceptable time scales.
+ Use of the Careflow PAS to:
+ Register new patients
Record ED attendances
Record admission/discharge/transfer details
Check and update patient information
Make ED and outpatient clinic appointments
Request and distribute computer print outs/record cards & labels
+ Act as reception point for the main hospital out of hours and deal with all enquiries presenting at the ED reception desk.
+ Advise patients presenting over the age of 16 years to attend the Royal Hallamshire Minor Injuries Unit or the Northern General A&E Department. If there is any concern over the condition
of these patients, seek advice from nursing staff.
Outside normal working hours, or in the absence of the supervisor, if members of staff ring in at short notice because they are unable to cover their shift, telephone other members of staff to
attempt to find cover. If unable to do so contact a manager. You will be asked to cover ad hoc shifts and flexibility to do this on occasion is required.
+ Be familiar with the Major Incident procedures, with particular regard to setting up the ED reception desk and documentation in the event of a Major Incident being called. Be prepared to be called in at short notice in the event of a major incident.
+ Support the Team Leader in:
Induction and training of new staff within the department
Development and implementation of new policies and procedures within the Department
National or local initiatives
Receipt of general office stationery
The above is not an exhaustive list of duties and roles and responsibilities of the role may be subject to change as per the needs of the department.
Inclusive Recruitment & Selection
We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.
We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: [email protected]
We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Children's being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert at [email protected]
Trust Values
The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:
+ Compassion - leading by kindness and showing empathy, understanding and respect
+ Accountability - striving to do the right thing and owning responsibility
+ Respect - value differences, tackling inequality and fostering a culture of inclusion
Excellence - delivering a high-quality standard of care

Sheffield Children's is one of three independent, specialist paediatric hospitals in the country, providing dedicated healthcare for children and young people across community, mental health and acute specialist settings.
We have three overarching aims that set the direction for the Trust in our vision "to create a healthier future for children and young people."
+ Outstanding patient care
+ Brilliant place to work
+ Leader in children's health
Our commitment to rewarding colleagues is demonstrated through our brilliant reward and benefits offer including; generous annual leave entitlement and pension scheme and access to salary sacrifice schemes such as cycle to work and lease cars.
We are committed to supporting colleagues from different heritages and lifestyles while at work. This is supported through the offer we have in place for flexible working and the three equality network groups we have in place. Colleagues are encouraged to join these groups and request flexible working.