Job summary
- Main area
- Administration and clerical
- Grade
- Band 2
- Contract
- Permanent
- Hours
- Full time
- Part time
- Job ref
- 297-7526956
- Employer
- Gateshead Health NHS Foundation Trust
- Employer type
- NHS
- Site
- Trust wide
- Town
- Newcastle
- Salary
- £24,465 pro rata
- Salary period
- Yearly
- Closing
- 05/11/2025 23:59
- Interview date
- 11/11/2025
Employer heading
Clerical Officer / Receptionist
Band 2
In the event of excessive applications being received this vacancy may close earlier than the stated closing date, you are encouraged to submit your application as soon as possible
IMPORTANT NOTE ON COMPLETION OF REFERENCE SECTION OF APPLICATION FORM
All references from current and previous employers will be sought and MUST cover a minimum of 3 years employment. Therefore, when completing the reference section of your application form, please give the address, telephone number and work email address of each of your current/previous line managers that cover 3 years employment. Where possible this should be from two separate employers. Failure to complete this section may result in your application not being processed.
PLEASE NOTE it is a requirement of this Trust that all successful applicants pay for their DBS certificate if a check is required for the post. This will be done through deduction from your monthly pay over a maximum of three months. It is also a requirement that all successful applicants register or are registered with the DBS update service where a DBS is required.
All new entrants to the NHS will be appointed on the minimum of the pay scale in line with Terms & Conditions.
Job overview
An exciting opportunity has arisen for an enthusiastic, motivated and organised individual to join our administration team as a Clerical Officer within the Tyneside Integrated Musculoskeletal Service.
The post holder will provide an efficient and effective reception service to patients as well as administrative services to support our clinical team.
The Tyneside Integrated Musculoskeletal Service operates a 6 day service. You will be required to work at various community sites across Newcastle and Gateshead Therapy Services and cover shifts between 08:00-20:00.
Main duties of the job
- To provide a competent and efficient reception service. Providing the first point of contact for users of our service in a busy environment.
- Meet and greet patients at the department’s reception desk ensuring they are clerked in and out of physio clinics appropriately using the SystmOne.
- Make appointments for patients and managing the appointment system for outpatient using SystmOne.
- Communicate effectively with staff of the service, other departments and patients on the telephone accurately recording messages when necessary or assisting callers with queries including change of appointments.
- Respond to telephone and email queries in a time appropriate manner.
- To work as a team member within the administration team with guidance from the team lead as required and attend admin team meetings.
Working for our organisation
Tyneside Integrated Musculoskeletal Services (TIMS) is a joint Newcastle and Gateshead service which offers self-care and fast access to expert opinion, diagnosis and treatment of a variety of muscle, joint and soft tissue conditions and chronic pain.
Gateshead Health NHS Foundation Trust and TIMS believe in providing a quality service for all patients. TIMS is very proud of our emphasis on self-management and wellbeing, our website that provides an array of knowledge and signposting to community resources. The service is friendly and welcoming. The team are hardworking and flexible to support and look out for the welfare of their colleagues and patients.
Detailed job description and main responsibilities
Job Purpose
- Undertake a range of duties at reception desk to ensure an efficient and effective administration service to patients and staff of the department.
Dimensions
- Make appointments for patients and managing the appointment system for outpatient physiotherapists using Patient Administration System (PAS) within eRecord, Medway or SystmOne.
- Meet and greet patients at the department’s reception desk ensuring they are clerked in and out of physio clinics appropriately using the PAS system or SystmOne.
- Receive and make telephone calls to and from patients and staff taking messages appropriately and dealing with queries accordingly.
- Computerised recording and registration of all patient data.
- Support the upkeep and development of department information using information technology and word processing skills.
- Maintain effective filing systems for departmental information
- Manage service electronic mail boxes.
- Arrange interpreting service appointments for patients.
- Undertake duties to cover for annual leave and sickness of other team members.
Person specification
Skills
Essential criteria
- Keyboard skills to RSA II or equivalent work experience
- Good communication skills both written and verbal
- Organisational skills
- Ability to prioritise workload
Desirable criteria
- Previous health care environment.
Experience
Essential criteria
- Previous office experience
- Data entry experience
- Microsoft applications including Word, Excel, outlook
- Reception experience preferably in a healthcare or therapy environment
Desirable criteria
- Previous NHS experience in a rehabilitation setting
- SystmOne
Knowledge
Essential criteria
- Filing systems
- Office procedures.
- Databases
- PAS – eRecord
Desirable criteria
- SystmOne
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Helen Johnson
- Job title
- TIMS Admin Manager
- Email address
- [email protected]
- Telephone number
- 0191 2138800
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