Trac proudly powers the recruitment for

North Tees and Hartlepool NHS Foundation Trust

About

We are an integrated hospital and community services healthcare organisation serving around 400,000 people in Hartlepool, Stockton and parts of County Durham. We also provide bowel and breast screening services and a number of community based services to a wider population in Teesside and Durham.

Our turnover is around £365m and we employ a number of medical, nursing, clinical and non-clinical support staff totalling approximately 5,500 people.

We operate our services from two main hospital sites, University Hospital of North Tees and University Hospital of Hartlepool.

The University Hospital of North Tees provides emergency and planned medical and surgical care, maternity services and a wide range of diagnostic services and outpatient clinics

The University Hospital of Hartlepool provides patients with a wide range of diagnostic services and outpatient clinics, day case and low risk surgery

We also run services from various other sites across the local area including Lawson Street (Stockton), One Life Centre (Hartlepool) and Peterlee Community Hospital.

Contact

Address: University Hospital Of North Tees; Hardwick; Stockton-On-Tees; County Durham; TS19 8PE
Contact Number: 01642 617617

Find out more

Jobs Website

System maintenance

The trac.jobs system will be undergoing essential maintenance at 18:00 on Tuesday 17th June 2025. We expect the work to be completed by 22:00 on Tuesday 17th June 2025.

During this time period it will not be possible to browse jobs, sign into your account or submit job applications.

Closed

Ref: 345-COM7209037 Vacancy ID: 7209037

Clerical Officer

Closed for applications on: 13-Jun-2025 00:00

Vacancy status: Closed

Closed for applications on: 13-Jun-2025 00:00

Location

Site: University Hospital of Hartlepool
Address: Holdforth Road
Town: Hartlepool
Postcode: TS24 9AH
Major / Minor Region: Durham

Contract type & working pattern

Contract: 12 months (Fixed Term)
Hours: Full time - 30 hours per week

Salary

Salary: £24,169 £23,615 pro rata per annum
Salary period: Yearly
Grade: (NHS AfC: Band 2)

Specialty

Main area: Administration

At North Tees & Hartlepool NHS Foundation Trust, our main priority is, and always will be, providing safe and high quality care to our patients every day; the kind of care we would want for ourselves and our loved ones.

If you share our passion then apply for this opportunity and help us make our patients’ experience the best it can possibly be.

North Tees and Hartlepool NHS Foundation Trust provides hospital-based services to the population of Hartlepool, Stockton on Tees and parts of East Durham and Sedgefield as well as community, therapeutic and screening to a wider population across Durham and Teesside.

Detailed job description and main responsibilities

Ensure that all administration requirements are carried out to a high standard of quality, which meets all departmental, and organisation requirements / procedures and policies

To maintain an efficient office management system / procedures to enable the department / clinical team to optimise their customer / patient care by ensuring that the data entered onto the systems is accurate, complete and up-to-date, identifying issues and acting accordingly.

To receiving incoming calls and making outgoing calls, communicating with patients and health professionals as required or determined by service needs. Provide factual, non-clinical information to patients both face to face and over the telephone

Ability to work in a fast paced and demanding environment.

Effective and efficient use and co-ordination of patient data / appointment systems.

Processing new referrals – (Urgent and Routine), into the patient record for the requested service, complying to the services KPI requirements / processes and policies.

Responsible for sending out appointments / journal entries to relevant patients and health professionals as requested, in a timely manner following service processes.

Printing clinical request forms for collection by clinical staff each morning in a timely manner, to meet the departmental and organisation requirements.

Prepare patient files / service records for archiving, ensuring compliance with Trust Archiving and Record Management Policies and Procedures.

Typing of letters, reports and other correspondence, and the input and checking of data and information into IT systems.

To retrieve and generate information to assist in the effective organisation of all patients in accordance with local and national policies and targets

General office duties including opening and distributing of post, good housekeeping, filing, photocopying and monitoring and maintaining of supplies and stationery.

To ensure all routine and / or urgent enquiries are effectively actioned within a prompt timescale using service processes and procedures and an accurate record is maintained.

Support new team members by demonstrating and explaining routine dept. practices and procedures, undertaking appropriate training and development with new and existing staff ensuring standards of practice are maintained at all times.

Ensure that all tasks are carried out to a high standard of quality which meets all departmental and organisation requirements

Provide ad-hoc switchboard / reception cover and customer service of the highest standard, at times at short notice, to the general public and other service users at the Health Centres within the SPA remit.

Take responsibility for personal development and education and the development of a Personal Development Plan

Please be aware: Once sufficient applications have been received this vacancy may close early.

Disclosure and Barring Checks (DBS)

It is the policy of North Tees and Hartlepool NHS Foundation Trust, that all successful candidates who are new to the Trust who require DBS clearance for the post they have been offered, are required to pay the cost for their DBS certificate. The method of payment for this is via salary deduction from your first month's pay on commencement with the Trust. The DBs check will be undertaken during the pre-employment check screening.

Qualifications
Please note the essential qualifications required for the post are outlined within the Person Specification. You are required to provide original evidence of the necessary qualifications for the post at interview should you be shortlisted. You will also be required to provide original copies as part of the pre-employment check screening.

New Starters – Probationary Period

For any new employees commencing employment with North Tees and Hartlepool NHS Foundation Trust, you will be subject to satisfactory completion of a 6 month probationary period. Please note that internal applications and individuals that are appointed to fixed term appointments of less than 6 months duration are exempt from the probationary period (unless you are an internal applicant currently part way through a probationary period or a bank member of staff).

Employment References

As part of our pre-employment screening process, all applicants are required to provide references covering their last three years employment history including any gaps. Applicants are requested to ensure e-mail addresses for all referees are included on their application form. Personal references are not acceptable.

Working Hours

If the hours advertised for the post are up to full time (37.5 hours per week), applications are still welcomed from individuals who may be seeking to work less than full-time hours and all requests will be considered in line with the post being appointed to for the successful applicant.

Equality, Diversity and Inclusion

The details in the Monitoring Information section of your application will be used for monitoring our recruitment process and will not be seen by the interview panel. The information you give will be treated in the strictest confidence. To meet its commitment to promoting equality of opportunity, the Trust’s policy is that individuals will be recruited, trained and promoted according to ability and job requirements only. As such we welcome your application irrespective of your gender, race, disability, colour, ethnic or national origin, and nationality, and marital status, responsibility for dependants, religion, trade union activity and age.

Right to Work in the UK

The Trust welcomes applications from all candidates who meet the criteria for the role. Please note that from January 2021, to work in the UK all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship unless they have permission to work via another route. Non UK/RoI candidates wishing to apply can self-assess the likelihood of obtaining a Certificate of Sponsorship here: Work in the UK - GOV.UK (www.gov.uk)

Please provide full and accurate details of your current immigration status on the application form. Your current immigration status will not be considered as part of the shortlisting or interview process.

Please note that not everyone needs a ‘Skilled Worker’ visa. If you are applying for health or adult social care, you may be eligible to apply for the Health and Care Worker visa instead.

We are able to offer sponsorship for a Health and Care Worker or Skilled Worker visa, subject to candidate and position eligibility. Please review the job eligibility guidance for skilled workers here:Skilled Worker visa: Your job - GOV.UK (www.gov.uk)

and for the Health and Care Worker visa here: Skilled Worker visa: eligible healthcare and education jobs - GOV.UK (www.gov.uk)

Please note: if the job you are applying for does not meet the eligibility criteria above, we will be unable to offer you sponsorship and you will need to explore whether you may be eligible to apply for an alternative immigration route which will secure your right to work in the UK before you apply. If you are in the UK already on a visa, please ensure you have no restrictions that would prevent you from taking this post.

Disability

The Trust gives full and fair consideration to applications for employment received from disabled people. We are a “Positive about Disabled People” employer, and we hold the ‘two ticks’ Disability Symbol, which is a recognition given by Jobcentre Plus to employers who have agreed to meet five commitments regarding the recruitment, employment, retention and career development of disabled people. If you have a disability, which makes it difficult for you to complete our application form, please do not hesitate to contact the recruitment team on 01642 383200.

Armed Forces Covenant

As a supporter of the Armed Forces and an employer of Reservists, North Tees and Hartlepool NHS Foundation Trust are proud to be a signatory of the Armed Forces Covenant, which is a promise by the nation to ensure that those who serve or who have served in the UK Armed Forces (and their families) are treated fairly.

We recognise that reservists and veterans bring a variety of transferable skills and qualities to our workplace, developed through their military careers. Our commitment to supporting the Armed Forces Community has been recognised through the Armed Forces Covenant as a Silver Employer.

Further Important Information

Please check your email on a regular basis for updates on your application. If you are shortlisted for interview, you will be invited to email via this method.

Please ensure you read the ‘Guidance Notes for Applicants’ document attached to this advert before completing and submitting your application.

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.

Person specification

Qualifications

Essential criteria

NVQ Business Administration Level 2 or equivalent
NVQ Customer Service Level 2
GCSE in English Language level C or above

Desirable criteria

Typing or word processing qualification
ECDL certification
Willingness to train / develop further skills

Experience

Essential criteria

Experience and good working knowledge of Information and Appointment Systems
Good working knowledge of Windows based computer systems and be capable of using Microsoft Office applications, particularly Microsoft Word and Excel.
Experience and good working knowledge of Telephony systems.
Proven experience in delivering a range of administration tasks to a high standard
Good understanding of general office procedures
Good literacy and numeric skills
Experience of the delivery of objectives within a constantly changing environment

Desirable criteria

Experience of working in a healthcare environment
Experience of working within a multi-disciplinary team
Experience of using audio transcription systems
System One / Trakcare knowledge

Skills and Aptitude

Essential criteria

Ability to work in a fast paced and demanding environment
Demonstrate willingness to contribute to the delivery of an effective and efficient administrative and clerical service.
Empathetic approach in resolving enquiries
Able to recognise issues and refer where appropriate
Excellent communication skills
Ability to be flexible and to work in other areas throughout the Trust, in Health Centres and North of Tees as and when required in accordance with operational service needs.
Be able to work to a rostered shift pattern covering 365 days a year, 24 hours a day
Ability to work on own initiative and be a good team player
Demonstrate ability to pay good attention to detail
Reliably check and record data and identify anomalies
Able to self-check completed work
Good keyboard and IT skills

Desirable criteria

Experience of dealing with members of the public / reception cover
Be willing to participate in the promotion of effective team working
Be proactive in contributing to service improvement

Disposition

Essential criteria

Must be able to demonstrate behaviours consistent with the Trust’s values.
Flexible, calm, able to cope with different work environments
Ability to work under pressure/meet tight deadlines whilst delivering high quality work
Demonstrate a responsible, dependable, enthusiastic and honest character along with a caring and sensitive nature.
Show a keenness to learn and to apply appropriate working practices.
To be responsible for own personal development and taking advantage of any appropriate training and development opportunities which would enhance the service