Job Descriptions Admin and Clerical Service 1
Assignment Types The new coding structure provides national consistency and greater efficiency in the contact centre through a reduction in the use of telephone and fax and eliminating the need for CVs to be requested and arranging interviews, freeing more staff to be available for shift filling. The coding structure has been designed to meet the needs of our partner Trusts while at the same time being simple enough for everyone to understand. By using the national role profiles that have emerged from the implementation of Agenda for Change we have devised a coding system that is easily recognisable and which will improve efficiency in our booking systems. Assignment Codes The assignment types and Agenda for Change band combine to produce a very simple code. The Admin and Clerical service provides flexible workers from bands 1 to 5, within the assignment code these bands are represented by a letter from A to E. Agenda for Change Band Letter used in Assignment code 1 A 2 B 3 C 4 D 5 E For example, when a manager requires a flexible worker to work in Office at a, they would need to request - OSC00 If they needed a Personal Assistant at a they would request PAD00 For the Admin and Clerical service the area of work part of the assignment code is not relevant and therefore 00 General will always be used. It is important we remind staff to use the correct Assignment codes on timesheets to ensure prompt payment. The assignment types and codes that will be used in Trusts and a brief description of each are set out in the following tables. 2
Classification system Band 1 Band 2 Office Office Band 1 Office Band 2 Office Office Office Personal Assistant Medical Secretary Patient Patient Band 1 Patient Band 2 Patient Patient Patient Clinical Coding Officer Clinical Coding Officer Higher Level Clinical Coding Supervisor Finance Accounts Payable Administrator Account Payable Team Leader Accounts Receivable Administrator Accounts Receivable Team Leader Cashier Payroll Clerk HR Human Resources Human Resources Human Resources Recruitment Assistant Learning & Development Learning & Development Medical Staffing Medical Staffing IM&T IT IT Information Information Information Information Public Relations Public Relations Public Relations Public Relations PALS PALS PALS Business Admin and Projects Business Admin and Projects Business Admin and Projects Business Admin and Projects 3
Assignment Types ASSIGNMENT Office Band 1 OSA00 Perform general office tasks including answering phone calls, photocopying and filing. Assist other team members with tasks under their direction. NVQ Level 1 qualification or equivalent. 6 months clerical experience. Experience as working as part of a team. None Office Band 2 OSB00 Perform general office duties including answering phone calls, filing and photocopying. Assist other team members in their work as required. Data entry and other computer based activities. 6 months experience of working in an office environment. Experience of working in a team. Good communication skills. Basic Word, Excel. Level one - Experience of using general office computer programs. Office OSC00 Perform general office duties including answering phone calls, filing and photocopying. Respond to email and phone enquiries. Typing and data entry using general office programs and trust specific computer programs. Assist other team members in their work as required. One year s experience of working in an office environment. Experience of working in a team. Good communication skills. Experience of using Office computer programs including Excel, Word and Office OSD00 To be responsible for the day-to-day management of the office and the development, implementation and maintenance of office practices and procedures. To carry out a range of administrative tasks and be able to provide cover for other team members as and when required. To organise and co-ordinate meetings and training events for the team. NVQ Level 3 qualification or equivalent including good standard of English and maths. Two years experience in admin role. Experience of working in a supervisory role. Extensive knowledge of Microsoft Office applications. Able to work under own initiative. Higher Level - To act as secretary for meetings, organising dairies and taking and distributing minutes. Line manage other permanent and temporary administrative staff. Office OSE00 Line manages department s administrative staff including recruitment, selection, induction and retention. Provide where required representation on appropriate committees/working groups for example Improving Working Lives. Organise meetings, including preparation of agenda, diaries and minutes. Manage an appropriate communication mechanism within the Department and ensure all staff are updated and regularly informed of any change in Trust Policies and Procedures. NVQ Level 4 qualification or equivalent including good standard of English and maths. Three years experience in admin role. Experience of working in a health care environment. Experience of working in a management role. Extensive knowledge of Microsoft Office applications. Able to work under own initiative. Able to communicate with staff across all levels of an organisation. Provide administrative support to other staff and specific projects. 4
Personal Assistant PAD00 Offers support to a senior manager including managing diary and answering and responding to email and phone calls. Coordinates administrative and secretarial activities including preparation of agenda, minute taking and follow up actions. Supervises and coordinates administrative staff. Undertakes management of projects and gathers information. NVQ Level 3 including English at grade C. ECDL. Extensive working knowledge of and good working knowledge of other office programs including PowerPoint. Typing speed of... 2 years experience as a PA with: - Minute taking - Organising meetings - Working to tight deadlines UK Clerical Suite - Speed Typing. Able to represent manager and understand the need for discretion and confidentiality. Used to working under pressure and to tight deadlines. Able to use self-initiative and to prioritise own workload. Medical Secretary MSED00 Provides secretarial support to a consultant, junior medical staff or a department. Assists in the organisation of a clinician s workload. Communicates appointment and admission related information to patients/carers. NVQ Level 3 including English at grade C. ECDL 2 years secretary experience. Audio typing 45-50 wpm/ level II RSA. Knowledge of medical terminology. Customer care skills to communicate with patients and relatives, in person, and by telephone. Awareness of the need for confidentiality. UK Clerical Suite - Speed Typing. Patient Band 1 PSA00 Assists in providing a clerical service for the clinic or department. Create, retrieve and file patient records. Sort and filter case notes. Work with other team members including informing team leaders of any problems. NVQ Level 1 qualification or equivalent. 6 months clerical experience. Able to demonstrate attention to detail. Experience as working as part of a team. Clean CRB None Patient Band 2 PSB00 Finding patient records and making them available to other staff. Filing case notes. Dealing with queries from staff and patients. Answering phone and dealing with queries. Working with auditors during regular audits. Informing other staff of problems with medical records. Experience of using a computer including good keyboard skills. 6 Months clerical experience including use of filing systems. Understanding of the need for confidentiality. Able to communicate effectively with different audiences including patients, their relatives and other staff. Basic Word, Excel. Level one - A clean CRB. Patient PSC00 Initiates, retrieves and files case records, prepares records for admission, outpatient attendances. Sorts and filters out case notes. Responds to routine requests for information and may carry out clinic reception/ward duties. Respond to phone queries from medical staff and patients families. Typing and data entry using general office programs and in house computer systems. One year s experience of working in an office environment. Experience of working in a team. Experience of using Office computer programs including Excel, Word and Understanding of the need for confidentiality. Able to communicate effectively with different audiences including patients, their relatives and other staff. A clean CRB. Patient PSD00 Manages the day-to-day activities of the staff within health records, ensures the provision of on the job training to staff within the section/ function. To be able to provide cover for other team members when required. Line manages other permanent and temporary administrative staff. NVQ Level 3 qualification or equivalent including good standard of English and maths. Two years experience in admin role. Experience of working in a supervisory role. Extensive knowledge of Microsoft Office applications. Able to work under own initiative. Understanding of the need for confidentiality Higher Level - A clean CRB. 5
Patient PSE00 Manages the operational activities and the staff of a health records section and provides on the job training to staff within the section. Line manages patient services band 4 staff. Provide where required representation on appropriate committees / working groups. Organise meetings including preparation of agenda. NVQ Level 4 qualification or equivalent including good standard of English and maths. Three years experience in admin role. Experience of working in a health care environment. Experience of working in a management role. Extensive knowledge of Microsoft Office applications. Able to work under own initiative. Able to communicate with staff across all levels of an organisation. Clinical Coding Officer CCOC00 Abstract, analyse, translate and data enter patient records. Communicate coding rules to other staff. Locate missing source materials. Ensure strict confidentiality is kept at all times when dealing with patient notes. Assist auditors by ensuring all information and documentation is available. Two year s clinical coding experience using ICD10 and OPCS. Broad knowledge of anatomy and physiology and disease process. Analytical skills. Knowledge of Data Protection Act. Knowledge of NHS Patient Administration Systems. Fine attention to detail. Excellent communication skills. Clean CRB. Clinical Coding Officer Higher Level CCOD00 Abstract, analyse, translate and record complex patient records. Apply independent judgement in the interpretation, transposition and sequencing of clinical data adhering to national rules and conventions. To communicate coding rules to medical, clinical and administrative staff and external agencies and update coding manuals as required. Locate and collate missing source material e.g. missing case notes, histology. To ensure that strict confidentiality is maintained at all times when dealing with patients case notes and computerised data as set out under the Data Protection Act. Two year s clinical coding experience using ICD10 and OPCS. Broad knowledge of anatomy and physiology and disease process. Analytical skills. Knowledge of Data Protection Act. Knowledge of NHS Patient Administration Systems. Fine attention to detail. Excellent communication skills. Clean CRB. Manage own workload. To participate in internal and external clinical coding audit activity as required. Self audit and ensure complete coding accuracy with reference to supplementary data i.e. histology reports, discharge summary. Clinical Coding Supervisor CCE00 Abstract, analyse, translate and data enter patient records. Organise workload of clinical coding team. Provide training and guidance to clinical coding team. Ensure operational processes and procedures are kept up to date, and the team have access to, understand and operate to team protocols. Work with the clinical coding team to co-ordinate and promote the clinical coding and audit across the trust. NVQ Level 4 qualification or equivalent. Two year s clinical coding experience using ICD10 and OPCS. Two year s experience in a supervisory role. Broad knowledge of anatomy and physiology and disease process. Analytical skills. Knowledge of Data Protection Act. Knowledge of NHS Patient Administration Systems. Fine attention to detail. Excellent communication skills. Clean CRB. 6
Payroll Clerk PCC00 Works within a team to produce a payroll in defined deadlines. Deals with queries from staff regarding pay. Maintains accurate employee payroll records. NVQ Level 2 or equivalent including maths and English. ECDL. Extensive knowledge of Excel. 1 year s NHS payroll experience. Knowledge of NHS terms and conditions, tax, National Insurance and NHS Pension scheme. Ability to deal sensitively to payroll queries. Ability to work accurately to tight deadlines. Cashier CASC00 Provide a cashier service to a trust, controlling the recording, collecting and banking of monies. Maintain records of cashiering activity to required trust standards. Safe-keeping of patient valuables and money. NVQ Level 2 or equivalent including maths and English Experience of working with Standing Financial Instructions. 1 year s cash handling and banking/reconciliation experience. Customer care experience. A clean CRB. Accounts Payable Administrator APC00 Input ledger invoices and credit notes onto accounting system to ensure the timely processing of transactions. Works with suppliers and internal departments to resolve queries relating to invoices. Ensures that accurate records are kept of activities to trust standards. NVQ Level 2 or equivalent. 1 year experience in accounts payable department. ECDL Excel and good working knowledge of other Office programs. Ability to deal communicate with suppliers and staff within internal departments both verbally and in writing, appropriate to the circumstances. Strong reconciliation skills. Ability to work under pressure and to deadlines. Accounts Payable Team Leader APTD00 Leads an accounts payable team to ensure the timely and accurate payment of invoices. Works with suppliers and internal departments to resolve queries relating to invoices. Supervises and instructs AP staff and ensures team s work is to required standard. NVQ Level 3 or equivalent. 2 year experience in accounts payable department. Experience supervising and training staff. Experience checking the work of other staff. ECDL Excel and good working knowledge of other Office programs. Ability to deal communicate with suppliers and staff within internal departments both verbally and in writing, appropriate to the circumstances. UK Clerical Suite - Numeric Data entry Strong reconciliation skills. Ability to work under pressure and to deadlines. Accounts Receivable Administrator ARC00 Contacts customers to secure payment, maintaining accurate records of activities. Works with internal departments to resolve queries. Assists in producing invoices. NVQ Level 2 or equivalent. 1 year experience in Sales ledger environment. ECDL Excel and good working knowledge of other Office programs. Ability to work under pressure and to deadlines. Evidence of being able to deal with customers in writing and by telephone. A pleasant, but firm manner. Accounts Receivable Team Leader ARTD00 Leads an accounts receivable team to secure payment of invoices. Maintains records of payment receipts and notes of debt collection activities. Supervises and instructs AR staff and ensure team s work is up to standard. NVQ Level 3 or equivalent. 2 year experience in Sales ledger environment. Experience supervising and training staff. Experience checking the work of other staff. ECDL Excel and good working knowledge of other Office programs. Ability to work under pressure and to deadlines. Evidence of being able to deal with customers in writing and by telephone. UK Clerical Suite - Numeric Data entry A pleasant, but firm manner. 7
HR HRC00 Ensure employee files are up to date and all relevant documentation is in order. Resolve queries relating to leave entitlement, sickness, maternity or vacancies. Provide basic HR advice relating to pay, term and conditions and HR policies and procedures. Provide admin support to the HR team including answering phone calls, note taking and filing. NVQ Level 3 qualification or equivalent including English and Maths or equivalent. One year s experience of working in a HR team. Knowledge and understanding on the application of HR systems and HR best practice. Understanding of the need for tact, discretion and maintaining confidentiality in a HR role. Understanding on the application of, and need to follow, employment law, best practice and other HR guidelines. Good IT skills including the use of Microsoft Word, Excel, outlook, internet and intranet. Excellent communication skills (written and verbal). Ability to communicate with all levels of staff, and adjust approach accordingly. Recruitment Assistant RAC00 Receive completed applications, entering data on to the recruitment systems and setting up new applicant files. Set up interviews, invite short-listed applicants to the interviews and make up interview panel packs. Receive and respond to telephone calls, voicemail messages and emails regarding applications and applicant s queries. Send out reference requests. One year s experience in a recruitment team. Experience of working in a team. Good communication skills. Experience of using Office computer programs including Excel, Word and HR HRD00 To assist other HR team members with disciplinary, grievance, sickness, capability and other such procedures, when appropriate, including arranging meetings / hearings and coordinating training programmes. Provide advice to managers and staff on HR policies and refer unresolved queries to HR managers. Maintain accurate HR records for staff including personal files and HR databases. Provide support to HR team as needed. HR HRE00 Provide professional advice and guidance to managers on HR issues, terms and conditions, policy implementation etc. Support managers in all aspects of casework, e.g. disciplinary, grievance, harassment issues. Produce, implement and update HR policies and procedures. Support managers through the recruitment process including on advising on good practices, equal opportunities legislation and sitting on interview panels. HNC qualification including English and Maths; Certificate in Personnel Practice (CPP). Two year s experience of working in an operational HR team. Understanding and ability to apply tact, discretion and confidentiality in a HR role. Ability to apply employment legislation, policies and procedures, and HR best practice when providing support and advise to managers. Experience working with HR systems, ideally ESR. Good IT skills including the use of Microsoft word, Excel, outlook, internet and intranet. Ability to communicate with all levels of staff and adjust approach accordingly. NVQ Level 4 qualification or equivalent including CPP, working towards Graduate Membership of the CIPD. Two years experience in an operational HR role, ideally in an NHS setting. Ability to apply employment legislation, policies, procedures and HR best practice. Understanding of and ability to apply tact, discretion, sensitivity and confidentiality when dealing with complex HR related issues. Good knowledge of Microsoft Office programs including Word, outlook excel, internet and intranet. Able to communicate with all levels of management and staff, adapting approach accordingly. 8
Learning and Development LDD00 Scheduling of electronic training diaries and the production of appropriate training materials and documentation. To provide general administrative support to the Training team. To be responsible for the production of high quality training materials, that meet and follow the standards required, this will include photocopying and the use of binding and laminating equipment. NVQ Level 3 education or equivalent. Two years experience within an HR administration role. Experience of administering training activities. Good working knowledge of, Word, Excel and PowerPoint. Good communication skills To ensure adequate and appropriate training materials are available when required, including the compilation of individual training packs. To liaise with managers and staff across the Trust in booking staff on courses as required. To deal effectively via email and telephone with queries. Support the delivery of the Induction online and class room as and when required. To ensure the staff training database (MLA) is maintained and kept up to date. To be responsible for the collation of training evaluation documents. Learning and Development LDE00 To deliver a comprehensive range of soft skills training courses to meet the needs of the organisation, including basic first line manager introduction learning programmes. Design and deliver induction programmes. Carry out training need analysis as and when required for teams, using the directorate business plan. NVQ Level 4 including Learning and Development or CIPD Certificate in Learning and Development. 2 years experience within HR Adviser role or a Learning and Development support role. Good communication skills. Good knowledge of Microsoft Office programs. Monitor and evaluate the effectiveness of training and ensure that courses are appropriate to the needs of the organisation, suggesting ideas for improvement as and when necessary. Provide advice/assistance to staff and line managers wishing to study on-line courses. Provide advice to candidates on the suitability of various courses taking into account their experience and future requirements of the job tasks and the outcome of the individuals PDP and KSF profile. Provide job related coaching and other support for NHS staff as and when required. Work with the guidance of the L&D Manager. Medical Staffing MSD00 Identify and plan timescales for appointment of medical staff working with consultants and senior managers to realise this. Responsibility for ensuring that the recruitment of medical staff happens with trust policies including pre-employment checks. NVQ Level 3 qualification or equivalent. One years experience in a medical staffing role. Two years experience of working in an admin role. Knowledge of healthcare workforce. Good knowledge of office programs. Responsibility for checking that GMC registration is current. Provide advice regarding terms and conditions of employment, including salary and annual leave etc. Ensure that personal records are maintained and up to date. Provide general admin support to medical staffing team. 9
Medical Staffing MSE00 Initiation and co-ordination of recruitment procedures for all junior medical staff vacancies liaising with other staff in HR, Clinical Directors, Consultants, General and Directorate Managers. Responsibility for ensuring that the recruitment of medical staff happens with trust policies and legislation including pre-employment checks. NVQ Level 4 qualification or equivalent. Two years experience in a medical staffing role. Knowledge medical workforce including role of Royal Colleges, GMC, BMA and Deanery. Good knowledge of office programs. Liaise with the Deanery in appointing Junior Doctors to the Trust, accordance Modernising Medical Careers (MMC). Provide advice regarding terms and conditions of employment, including salary and annual leave etc. Ensure that personal records are maintained and up to date. Provide information to Royal Colleges, Deaneries and Department regarding staffing levels. IT ITC00 Ensures IT information is processed in accordance with policies & procedures. Investigates routine enquiries and queries from staff and provides assistance and advice as required. May assist in the development of software web pages information reports or install maintain hardware and software or assist in the analysis interpretation of datasets or provide training. May create reports, user accounts, help develop websites. Assists colleagues with simple IT problems such as printer or application problems. IT ITD00 Provide technical and user support of existing hardware, software and operating systems in a timely and efficient manner. Provide technical advice on equipment, systems and software issues to managers and users to ensure that the IT standards of the organisation are adhered to. To help ensure that all documentation relating to p.c. and peripheral configurations are in place and accurately maintained. To adhere to departmental policies regarding hardware and software inventory, equipment disposal and loan of IT equipment. One year s experience in a role requiring specific knowledge of hardware and software and IT procedures. Able to communicate effectively to technical and non-technical colleagues. NVQ Level 3 IT or computing qualification. Two year s experience in a role requiring specific knowledge of hardware and software and IT procedures. Extensive knowledge of Microsoft Office applications. Able to work under own initiative. Information ISC00 Provide technical assistance and training to users and answer a range of enquiries. Provide an enquiry service to healthcare library users. Staff the library issue desk and assist library users with basic IT and photocopier problems. Carry out administrative and clerical duties including opening post, keeping notice boards up to date. May maintain library information system. One year s library related experience including experience using Library Management System. Good IT skills including use of Word,, Excel and familiarity with using the internet. Basic knowledge of relevant legislation including copyright law and data protection. Able to communicate effectively with colleagues and library users including understanding queries and delivering explanations/instructions. Information ISD00 Provide technical assistance and training to users and answer a range of enquiries. Manage the enquiry or issue desk. Carry out administrative and clerical operations including petty cash. Allocate work to Library Technicians. One year s library related experience including experience using Library Management System. Good IT skills including use of Word,, Excel and familiarity with using the internet. Basic knowledge of relevant legislation including copyright law and data protection. Able to communicate effectively with colleagues and library users including understanding queries and delivering explanations/instructions. 10
Information ISE00 Assist in the day-to-day running of the libraries and their services. Play a key role in the maintenance and development of national, regional and local electronic information resources. Provide advice and guidance on user information resources to trust colleagues. NVQ Level 4 qualification or equivalent in Librarianship/Information Science. One years experience in a library or information unit. Knowledge of current legislation. Excellent IT and information retrieval skills. Promote the library services within the trust. Public Relations PRC00 Deal with enquires from patients, carers and the general public by phone and email and in person. Operate the trusts complaints procedure. Provide support to other team members as required. NVQ Level 2 including maths and English. Excellent communication and facilitation skills. One year s experience in a customer service role. Able to use common office software packages, Excel, and Word. Public Relations PRD00 Take media enquires and pass on to communications managers. To distribute press releases and other documents to stakeholders and the media. Assist with production of team newsletters and trust promotional material. NVQ Level 3 including maths and English. Two year s experience in a PR role within the NHS. Able to use common office software packages, Excel, and Word. Excellent communication skills To assist the team with the production and distribution of the Annual Report as required. To help organise and promote the Trust s Annual Public Meeting. Public Relations PRE00 Research, write and distribute news releases. Take media enquiries and work with management to respond to them. To help in production of key external publications and corporate information such as the Annual Report as well as arrangements for the Annual General Meeting and other key events. NVQ Level 4 or equivalent including maths and English. One year s experience in a similar communications role including working with the media; or in a journalistic environment. Ability to assess design work e.g. in newsletters. Commission photography and other graphical or design requirements. Work with other team members in the production of newsletters and maintenance of web-content. High level of IT skills Microsoft office. Excellent written and verbal communication skills. PALS PALC00 Provides support to the Patient Advice and Liaison Service and/or the Patient and Public Involvement Service. Track progress of PALS referrals. Provide admin support for PALS service. May co-ordinate PALS volunteers. One year s experience of office work dealing with the general public. Excellent communication skills and able to deal tactfully and diplomatically with the public. Able to work as part of a team. Experience using Word, and Excel. PALS PALD00 Provide information to users at the PALS service, and collect data relating to the information needs. Interview individual patients/carers who express concern relating to treatment or care and facilitate solutions to those concerns as quickly as possible where possible or referring them on to formal complaint mechanisms. Work closely with other departments regarding the role of the PALS service and to ensure the transfer of information between departments. Supervise volunteers connected to the service. NVQ Level 3 qualification or equivalent. One year s experience working in a PALS role including frequent contact with patients/carers. Experience of working in an office environment with contact with the general public. Excellent communication skills and able to deal tactfully and diplomatically with the public. Able to work as part of a team. Knowledge using Word, and Excel. Able to write letters and reports. 11
PALS PALE00 Meets and interview patients, carers and relatives to advise on problem resolution, including action planning. To record details of all contacts with PALS as specified, ensuring accurate and up-to-date datasets. To build up relationships with partner organisations and to develop a database of useful contacts. Raise awareness of the PALS service in the trust. Monitor and evaluate the PALS service. NVQ Level 4 qualification or equivalent including high standard of English and Maths. One year s experience working in a PALS role including frequent contact with patients/carers. Knowledge of health and care services. Experience supervising staff. Able to use common office computer programs including Word, Excel and Excellent communication skills including ability to communicate sympathetically and diplomatically with service users and other agencies. Excellent written skills including experience of report writing Business Admin and Projects BAC00 Provides support to the project team. Acts as a contact point for project enquiries. Maintains project documentation, resources and database. May train project end users. One year s experience in a project support role. Experience using specialised project management software. Experience demonstrating new systems to other project staff and providing training to end users. Experience organising meetings and presentations. Business Admin and Projects BAD00 Provides admin support to the project team and resolves day-to-day problems independently. Acts as a contact point for project enquiries. Maintains project documentation, resources and database. Assists in project planning and trains end users. NVQ Level 3 or equivalent. Two year s experience in a project support role. Experience using specialised project management software. Experience demonstrating new systems to other project staff and providing training to end users. Experience developing and preparing project plans and planning key project workstreams. Business Admin and Projects BAE00 Manages elements of a project. Supports and monitors the progress of a project. Supports performance improvement. NVQ Level 4 or equivalent including English and Maths to NVQ 2. One year s experience in a project management role. Experience of conducting presentations. Training in project management techniques. Experience of working with specialised project management software. 12