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Clerical Officer

Job Description

Part Time 15 hours per week. Fixed Term 9 months

Wednesday & Thursday, 8:30am-4:30pm

We are looking to appoint a Community Midwifery Halton Service Clerical Officer to provide a comprehensive administration service to the Community Midwifery Halton Services based at Whiston Hospital.

We are looking for an enthusiastic, committed person who can work both as an individual and also as part of a team with a flexible approach to duties. The successful candidate will be of a pleasant disposition, have excellent interpersonal skills and a friendly telephone manner as the successful candidate will be expected to liaise with staff and patients and direct calls as required.

The ideal candidate will have experience of using Microsoft Office software, a good understanding of IT packages and knowledge of the Hearts system is desirable although full training will be given.

There is a need to be able to work to tight deadlines and withstand the pressure of a busy department and it is essential that you are able to work on your own initiative.

Previous experience in a similar role is desirable but full training will be given.

Interviews to be confirmed

• To act as a central point of contact for all Community Midwifery based telephone/email contacts. To maintain a courteous, calm and helpful manner when dealing with queries from pregnant women, women in labour and new mothers, ensuring the effective relay of these contacts to the CMW for action. To ensure that emergency requests (ambulance control/ CMW,s) are dealt with immediately. To ensure discharge information for all women is allocate to the appropriate CMW or other Maternity Service for follow up
• To provide an efficient secretarial support for the CMW service inclusive of minute taking for relevant meetings within the community midwifery service i.e.: - monthly meeting and others as required, managing diaries were appropriate, receiving telephone calls, emails, post and taking messages and communicating all relevant information to managers
• To receive emails in relation to patients and record any appropriate details on the Medway system to ensure that patient records are fully up to date

• Acute Trust of the Year – HSJ Awards November 2019
• Trust rates Outstanding by the CQC – Inspection August 2018
• Top 100 places to work in the NHS (NHS Employers and Health Service Journal)
• Best acute Trust in the North West for quality of care (NHS Staff Survey 2021)
• Best place to work in the North West (NHS Staff Survey 2021)

• Standard of care
• Best place to work
• Care of patients being the Trust’s priority
• Staff engagement
• Staff morale
• Compassionate and inclusive
• Providing a safe environment for staff

• To act as a central point of contact for all Community Midwifery based telephone/email contacts. To maintain a courteous, calm and helpful manner when dealing with queries from pregnant women, women in labour and new mothers, ensuring the effective relay of these contacts to the CMW for action. To ensure that emergency requests (ambulance control/ CMW,s) are dealt with immediately. To ensure discharge information for all women is allocate to the appropriate CMW or other Maternity Service for follow up
• To provide an efficient secretarial support for the CMW service inclusive of minute taking for relevant meetings within the community midwifery service i.e.: - monthly meeting and others as required, managing diaries were appropriate, receiving telephone calls, emails, post and taking messages and communicating all relevant information to managers
• To receive emails in relation to patients and record any appropriate details on the Medway system to ensure that patient records are fully up to date
• Any newly registered patients from the Emergency Department / Paediatrics are received and cross referenced and actioned accordingly, and liaise with ward areas if needed in relation to telephone messages received
• To ensure that Blood Spot repeat requests from AHCH are communicated to the CMW immediately upon receipt
• To maintain the database for Neonatal Screening Avoidable Repeats, to assist the CMW Services Manager in the further development of Avoidable Repeats reporting, data collection and input of data, to provide monthly reports to the CMW Services Manager and CMW Service
• To receive requests for Safeguarding Children Case Conference / meetings for CMW to attend and ensure that CMW are notified in a timely manner to attend and forward the safeguarding information to the CMW. Verbally and by email notify the Safeguarding Children Lead Midwife and CMW Co-ordinator of the arranged meeting and the nominated CMW attending.
• To ensure the receipt of CMW monthly activity data sheets and input information monthly. Report non submission to the CMW co-ordinators and escalate non-compliance to the CMW Services Manager
• To maintain accurate records of discharges, postnatal records, home deliveries and any other appropriate records
• To undertake the typing of letters, memos, reports, research papers, clinical audit, ad-hoc requests as directed
• To be familiar with and use all office technology – photocopier, fax machine, laminator and word processor
• To undertake clerical work on behalf of the Unit e.g. form filling, report filing or other duties, as and when required
• To provide cover for the midwifery secretary when requested
• To ensure that CMW stationery and supplies are ordered and replenished as and when needed / requested
• To liaise with other members of staff within the Directorate and other Directorates and Hospitals, receiving and dealing effectively with enquiries and telephone calls.
• To deal efficiently with incoming and outgoing mail
• To co-operate in the introduction of new technology
• To act as cross cover for the Midwifery Secretary and Women’s Outpatient Clerical Administrator, cross cover to be monitored by Administration Services Co-ordinator

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