Important Job Application Information
Thank you for your interest in NHS Tayside vacancies
Please see below Job Description/Specification and General Conditions of Service
Your Application Form must be completed in full. Please note copies of
Curriculum Vitae, Qualifications and Course Certificates will not be accepted at
Please return your completed Application Form to email@example.com (quoting
the vacancy reference number in the subject box) or to the postal address given on the
General Conditions of Service.
All completed applications are held in Workforce Services until the closing date.
After the closing date a panel will meet to prepare an interview shortlist. Once
this decision has been made, all shortlisted applicants will be emailed to invite
them to attend for interview. It is important that you check your emails regularly.
This process takes approximately 6 weeks. Therefore, if you have not been
contacted regarding interview within 6 weeks of the closing date, your application
has been unsuccessful and you will receive no further correspondence from
Find out more about living and working in Tayside at:
CLERICAL OFFICER, BAND 2
Salary Scale : £14,258 - £17,003 per annum
We are seeking a Clerical Officer to work within the Endoscopy Service. This will
involve performing a wide range of clerical and reception duties, and making patient
With attention to detail, you will have a pleasant and helpful manner and work well as
part of a team. Good keyboard skills are essential. Previous experience in an office
environment along with good communication skills is essential.
You will be required to achieve the mandatory Induction standards for
Healthcare Support Workers in Scotland and to comply with the Code of
Conduct throughout your employment.
Informal enquiries to: Mrs Jackie Kennedy, Telephone 01382 66011 ext. 32005
Hours of work are: 37.50 hours per week
Please download the full application pack from www.jobs.scot.nhs.uk
Internal applicants: please download the application pack from Staffnet. Please read
the Important Job Application Information in the Information for Applicants section.
Completed applications should be returned to firstname.lastname@example.org (quoting
the job reference number in the subject box) or to Workforce Services, NHS Tayside,
Level 9, Ninewells Hospital, Dundee DD1 9SY
Short-listed applicants will be contacted by email. Please check your emails
Please quote reference number - D/LB/346/11
Closing date for receipt of completed application forms – Friday 13 January 2012
Distribution: Staffnet, www.jobs.scot.nhs.uk
NHS TAYSIDE – AGENDA FOR CHANGE
1 JOB IDENTIFICATION Job Title Clerical Officer
Department(s)/Location Medicine & Cardiovascular Clinical
Number of Job Holders 24
2 JOB PURPOSE
To provide a high quality clerical service within the department/ward area.
To act as first point of contact for visitors/patients/callers to the department/ward area and ensure
queries are dealt with or redirected to the most relevant person.
3 ORGANISATIONAL POSITION
Medicine & Cardiovascular Clinical Group
Clinical Group Manager
Clinical Team Manager
Personal Assistant/Secretarial Supervisor
Medical Secretary/Higher Clerical Officer
4 SCOPE AND RANGE
Provide clerical/administrative support including reception service to Tayside wide multi-disciplinary
team including clinical staff.
The postholder will not be expected to supervise other staff. However, the postholder may have to
demonstrate their duties to new staff and offer advice and direction to relief staff who provide holiday
and sickness cover for other members of staff.
5 MAIN DUTIES/RESPONSIBILITIES
1. Reception duties
As first point of contact, deal with telephone and face to face enquiries from all staff
groups, patients, relatives, carers and general practitioners, providing information,
directing and prioritising queries as appropriate to ensure efficiency and effectiveness of
Where appropriate, clerking patients in for appointments, ensuring all patient information
is up to date.
Ensure that the reception area is maintained both to reduce hazard risks and to maintain
Ensure the safe storage of keys within the unit.
Receipt, log and forward cheques received for drug lunches to Cashiers office for
2. Casenotes Duties
Process casenotes/x-rays through the unit. Duties may include: log casenotes in and out
of unit; forward on to other departments/areas within the hospital; retrieval and tracking
of casenotes from central filing rooms and other departments or hospitals as required; sort
all casenotes dictated on by doctors and mark though books as appropriate; assist
Medical Records staff to track down casenotes which cannot immediately be found;
regularly check for outstanding results, check results on system and match up with
casenotes as appropriate.
Maintenance of casenotes to ensure completeness, e.g. filing of results.
Recording patient activity. For example, bed states and patient boarders outwith the unit;
processing clinic lists including recording outcome data.
Moving of clinic/tape bundles and x-rays to ensure maintained in appropriate order for
Ensure that all results are brought to the attention of clinical staff for reporting/signature
Ensure all results for filing are marked and directed as appropriate.
Locate and deliver test results/correspondence to clinic area prior to patients’
4. Referral and Clinic/Investigation Appointments
Process referral letters for vetting purposes.
Creating, cancelling, rescheduling clinic/investigation appointments, including contacting
patients and Medical Records as appropriate.
Sending out appointment letters ensuring appropriate materials are enclosed.
Arrange admissions at short notice as requested by consultants, inform medical records of
admission and arrange transport where required.
6. Data Entry Duties
Enter data into appropriate database; use information to assist in dealing with
enquiries/resolving issues; provide colleagues with investigation results or basic statistical
Process referrals and forward to appropriate clinician for vetting then return to referral
team within Medical Records.
7. Mail duties
Receive incoming mail to the department, open, date stamp and sort as appropriate
(ensuring any personal mail remains unopened). Place mail in individual mail trays for
colleagues to deal with or circulate as appropriate.
Redirect any mail that has been inappropriately received in the department.
Sign for recorded delivery items for the department/area/ward and ensure that they are
dealt with appropriately.
Ensure all outgoing mail is sent out timeously including, where required, arranging
recorded delivery/courier service.
8. Typing Duties (if appropriate to individual post).
Provide copy-typing service and assist in mail shots as required.
9. Stock/Stationery Duties
On behalf of the department/ward area, maintain appropriate levels of stock/stationery
requirements, raising monthly order for authorisation by line management.
Upon receipt of stationery order – check order against delivery note and place in
stationery store ensuring the health and safety of self and others. Should any pieces of
stationery be omitted from delivery the postholder will liaise with the Supplies
Department to ensure either delivery or recompense for the value of the item.
10. Photocopying Duties
Undertake photocopying for self and colleagues, ensuring copies are of acceptable
quality. Maintain photocopier by highlighting any faults or issues to line manager.
11. Filing Duties
Maintain the department/ward area filing system by undertaking filing duties on a daily
basis, ensuring information is filed in appropriate format.
Ensure tracker documentation is completed where files are removed from filing system to
enable these files to be located as required.
Ensure that documents and results are filed in patients casenotes ensuring confidentiality
at all times
Induction Standards & Code of Conduct
Your performance must comply with the national “Mandatory Induction Standards for Healthcare
Support Workers” 2009; and with the Code of Conduct for Healthcare Support Workers.
6 COMMUNICATIONS AND RELATIONISHIPS
The postholder will communicate with all callers to the department (in person and by telephone), e.g.
general public/patients/multidisciplinary staff. The postholder may also be required to keep and
answer bleeps for absent doctors.
The postholder will require to communicate with patients/relatives, other NHS bodies and various
external organisations via telephone, email and verbal/written forms of communication.
Members of the general public will come to the reception, as well as telephoning, seeking advice or for
appointments and the postholder must be able to deal with such individuals in a pleasant and competent
manner (some of these callers may not have English as their first language or have an impairment
which will need the postholder to communicate in a non verbal manner).
There is also a need to be able to communicate sensitive information to staff/public/patients who may
have requests/issues which require a greater level of understanding.
7 KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB
General basic education evident by formal education (standard grades) or gained through equivalent
Any evidence of previous work experience.
Numeracy, literacy, basic keyboard and organisational skills.
People skills are essential – both verbal and non-verbal communication/interpersonal skills.
Pleasant and helpful telephone manner.
On job training for 3-6 months to achieve an acceptable level of knowledge and skills e.g. sound
knowledge of office procedures and the ability to prioritise workload.
Mandatory annual Health & Safety (e.g. Manual Handling, Fire Safety) and IT Security updates.
8 SYSTEMS AND EQUIPMENT
Telephone and fax.
PC and basic IT Packages
General Office Machinery – Photocopier, Fax Machine, Laminator
Hospital database systems
Responsibility For Records Management
All records created in the course of the business of NHS Tayside are corporate records and are public
records under the terms of the Public Records (Scotland) Act 1937. This includes email messages and
other electronic records. It is your responsibility to ensure that you keep appropriate records of your
work in NHS Tayside and manage those records in keeping with the NHS Tayside Records
Management Policy and with any guidance produced by NHS Tayside specific to your employment.
9 PHYSICAL DEMANDS OF THE JOB
Physical demands also involve retrieval and filing of casenotes from high shelving and the
carrying of same. Sitting for long periods of time in one position – reception work/answering
For Filing – involving bending, standing and lifting of casenotes - including moving
clinic/tape bundles and x-rays and delivering casenotes/x-rays that are urgent/too large for
Confidentiality, diplomacy and discretion are required at all times.
For data entry – need to concentrate for duration of task.
For stationery ordering - need to concentrate when ordering stationery.
Require to deal with many and varied telephone enquiries.
Need to retain high volumes of information due to the nature of the post.
Letters/reports for filing in casenotes frequently contain sensitive information and material of
a highly distressing nature.
Large periods of time will be spent behind the reception desk which is a large open area/small
area where temperatures can vary considerably (depending upon situation and dept layout).
More or less continuous use of Display Screen Equipment.
Shared office can lead to noisy difficult working conditions causing frequent interruptions and
Working within hospital areas, the postholder is exposed to confidential, sensitive and
distressing information which is contained within the legal documentation and patient
To ensure compliance with NHS Tayside operating policy the postholder is required to
undertake relevant Health & Safety training, e.g. manual handling.
Duration: 1 – 2 hours
Weights: Moderate (? Lbs)
10 DECISIONS AND JUDGEMENTS
The postholder will have the freedom to organise their workload on a day to day basis, however will be
guided by others to meet deadlines when required. The workload of Clerical Officer/Assistant/
Receptionist will mostly be dictated by patient activity levels.
11 MOST CHALLENGING /DIFFICULT PARTS OF THE JOB
Ability to organise workload which may be of high volume, in a context of conflicting priorities, with
the need to reprioritise as the workload changes, working under pressure, to ensure work is completed
to an appropriate standard.
Ability to adjust to different jobs in different departments, often at short notice (appropriate to relief
General Conditions of Service
POST REF NO: D/LB/346/11
JOB TITLE/GRADE: Clerical Officer, Band 2
LOCATION: Endoscopy Unit, Ninewells Hospital
Conditions of Service The terms and conditions of service for this post are those
determined by the NHS Staff Council.
Remuneration The current salary scale for the post is £14,258 to £17,003 per
annum (pro rata for part-time staff). Placing on the scale on
appointment is normally at the minimum but may be higher
subject to verification of previous relevant service.
Salary is paid monthly by Bank Credit Transfer.
Hours of Duty The hours of the post are 37.50 per week.
In accordance with Agenda for Change, phased protection
arrangements apply to employees transferring from one post to
another within their own NHS organisation and within other NHS
organisations in the UK, and to full-time and part-time employees,
provided the employee is moving to a post with the same full-time
hours under the old pay system during the protection period.
Start and finish times will be determined by the needs of the
Superannuation Membership of the NHS Superannuation Scheme is not
compulsory but is open to all staff between the ages of 16 and
70 (65 in some instances).
The contributions paid are a percentage of superannuable pay,
which is essentially basic pay excluding, for example, overtime
or travelling expenses.
Contribution rates are as follows:
Annual Pensionable Pay (Full-time equivalent) Contribution
Up to £21,175.99 5%
£21,176 - £69,931.99 6.5%
£69,932 - £110.273.99 7.5%
£110,274 plus 8.5%
Contributions are subject to tax relief and reduced National
Insurance contributions. NHS Tayside also makes a substantial
contribution towards scheme benefits – currently around 14% of
Annual Leave On appointment = 27 days (pro rata for part-time Staff) or 5.4
weeks per year.
After 5 years aggregated service = 29 days (pro rata for part-
time staff) or 5.8 weeks per year
After 10 years aggregated service = 33 days (pro rata for part-
time staff) or 6.6 weeks per year
Public Holidays = 8 days (pro rata for part-time staff) or 1.6
weeks per year
References All offers of appointment are subject to receipt of satisfactory
Occupational Health All offers of appointment to new entrants to the National Health
Clearance Service are subject to a medical examination. Medical
examinations are arranged and undertaken by the Occupational
Health and Safety Advisory Service (OHSAS).
Rehabilitation of All current or spent criminal convictions, cautions, warnings or
Offenders Act 1974 any case pending must be disclosed prior to commencing in
(Exclusions and employment as detailed on the application form.
Order 2003 Please note that having a conviction will not automatically debar
you from obtaining employment with NHS Tayside. Careful
consideration will be given to the relevance of the offence to the
particular post in question. However, if you are appointed, and it
is found that you did not reveal a previous conviction your
employment may be terminated.
Disclosure Scotland This post is subject to a Standard check by Disclosure Scotland
as it involves access to children and/or vulnerable adults. This
will contain details of any convictions on record whether spent or
Immigration, Asylum and
Nationality Act 2006 It is a criminal offence for an employer to employ anyone
who does not have permission to live or work in the UK.
Shortlisted applicants will be asked to produce specific original
documentation at interview e.g. Passport, or full birth certificate
together with an official document giving the applicants
permanent National Insurance Number and name issued by a
Government Agency or a previous employer, as well as
photocopies of these documents.
Professional Registration/ New entrants to NHS Tayside will be required to achieve the
Induction Standards & Code mandatory Induction Standards for Healthcare Support Workers
of Conduct (HCSWs) in Scotland and comply with the Code of Conduct for
HCSWs throughout your employment.
Smoking Policy Smoking is prohibited within NHS premises and grounds.
Applications Completed forms should be returned to:
email@example.com quoting the job reference in the
or Workforce Services, Level 9, Ninewells Hospital, Dundee DD1
By closing date of Friday 13 January 2012