Administrative and Clerical Worker

This role involves assisting with the day-to-day operational administration in General office which incorporates Bereavement, cash and reception duties., The post holder will be part of an admin team, working on a rotational basis covering all roles within the General office. To be responsible for providing a wide-ranging, fully efficient service, including Cashiering /Patient Affairs /Accommodation, Certification and Reception functions., At CHS we understand the differences in delivering our services in complex environments and we have a flexible approach to meet the needs of our customers. Our Estates and Facilities management functions alongside our Medical Engineering, decontamination and procurement service, provides the following:
+ Fully managed estate and building maintenance
+ Medical engineering/equipment maintenance/ decontamination
+ Procurement advice, guidance and governance
+ Capital project management
+ Transport
+ Grounds maintenance.
+ Portering
+ Catering
+ Cleaning (including robot and deep cleaning)
All provided to nationally recognised standards giving you assurance that your premises and equipment will be the best they can, and your customers will have confidence in you as a provider., + In accordance with Standing Financial Instructions to provide a full cashiering service. To include balancing of monies, manual recording of figures and issuing of receipts for general income. Also balancing and banking of total monies weekly via the companies computerised Oracle system.
+ To make payments from the petty cash system for CHFT only, in compliance with authorised signature list. Balance the float and reclaim the expenditure once a week in compliance with the Trusts Financial Instructions ensuring appropriate levels of change floats are held.
+ Process donations to the trust charitable fund accounts on behalf of wards and departments, manually receipting, completion of Gift Aid Scheme correspondence and twice weekly reconciliation and banking of monies.
Patient Affairs Duties
+ In accordance with Trust procedure, be responsible for handling and recording of patient's property and monies from wards and departments for safe-keeping purposes. Ensure safe return of property/monies when required.
+ To be responsible for the monthly reconciliation of patient monies accounts held, in line with financial instruction.
+ Recording and storing of items of valuable lost property
Accommodation Duties
+ To be responsible for the allocation of accommodation, in line with Trust policy and with respect to categories of staff and also working closely with directorates within the Trust.
+ To maintain an accurate and up to date register of tenants.
+ Liaise with estates department regarding works on accommodation at CRH site and undertake an ongoing programme of inspections, with prior arrangements with residents concerned. Identify any unreasonable misuse/damage to resident's attention and arrange billing for repairs, if necessary. Submit requisitions for repairs and ensure work in carried out with minimum disturbance to residents.
+ Secure custody of keys and recording of keys issued, implementing charges for losses.
+ Ensuring observance of all trust policies with regards to Health & Safety, COSHH, Fire and security etc
Certification Role (2)
+ All duties involved in the completion of medical certificates including liaising with hospital medical staff, GP surgeries, coroner's officers, pathologists, funeral directors, solicitors, social services and registrars working to tight deadlines.
+ Issuing of any cash and valuables to relatives and provide essential information for completion of registration.
+ To be responsible for arranging hospital contract funerals when necessary in a timely manner. Including liaison with internal and external bodies to enquire about the deceased and their wishes in relation to funeral arrangements / religious beliefs /home searches / affairs.
+ To be responsible for completion of documentation in a timely manner in relation to all obstetric bereavements.
+ Filing of general correspondence and dealing with telephone and reception duties.
Reception Role (shared)
+ Act as first-line contact for reimbursement of travel costs to eligible patients. In accordance with the Hospital Travel Expenses Scheme, manually record payment information on patient record card and issue appropriate reimbursement of travel expenses ensuring a consistent and professional approach at all times. Balance the float and reclaim the expenditure from the petty cash system as and when required.
+ Opening and sorting, where required re-direction of hospital post, including recorded delivery items.
+ To be responsible for ordering and maintaining good levels of stocks of stationary items for the department.
+ To be responsible for dealing with telephone and reception duties in a courteous and professional manner, which will include a variety of enquires from staff, visitors, patients or external organisations.
+ To maintain and control the use of office equipment and if necessary ensure that call outs are reported promptly (e.g. photocopiers)
+ Ensure the management of electronic diaries for the boardroom at CRH
Undertake all such reasonable other duties as may be required as part of the role.
Calderdale and Huddersfield Solutions (CHS) are committed to equal opportunities and welcome applications from all sections of the community, regardless of any protected characteristics. Reasonable adjustments will be made for disabled applicants where required.
Please ensure your application is submitted with referees who can verify your employment/education history over the last three years and include valid email addresses for them. CHS will request electronic Factual Employment References from your previous employers. These references will be requested before you are issued with an unconditional offer of employment letter.
If applying via NHS Jobs, your submitted application will be imported into our preferred third-party recruitment system. All subsequent information regarding your application will be generated from apps.trac.jobs. You will not be able to track the progress of your application or receive messages through NHS Jobs, and furthermore, as an employer, we will not be able to respond to any e-mails sent to us via NHS Jobs. If you have a query relating to your application, please contact the recruitment team on [email protected].
If you are appointed to a post, information will also be transferred into the NHS Electronic Staff Records system. The Inter-Authority Transfer (IAT) process is a critical and beneficial component of ESR and following interview your previous NHS employment data, if applicable will be transferred from your current / most recent employer.
You may be required to undertake a DBS. The Trust will administer the DBS check on your behalf and will recover the cost (Enhanced £54.40, Standard £26.40 or Basic £26.40) from your salary when you commence in post (including Internal staff). For Enhanced and Standard DBS checks you will also be required to participate in the DBS Update Service and pay the £16 cost per year. This is a condition of your employment.
CHS is part of the West Yorkshire Association of Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across West Yorkshire and Harrogate working together to provide the best possible care for our patients.

The successful candidate must be familiar with Microsoft office and have some basic keyboard skills, they should have good organisational skills and be able to prioritise and organise own workloads. The candidate must also have experience of working within a busy customer focused setting, office/reception environment.

CHS is able to offer a wide range of services. Our scale enables us to offer competitive rates and we have a long track record of providing high quality, customer-focused services.
We offer comprehensive estates, facilities management, medical engineering, catering solutions and procurement services supporting the provision of safe, effective healthcare to our communities. We are committed to delivering our Green Plan goals of reducing carbon emissions, air pollution, waste generation and improving recycling throughout delivery of our services. We also enable profit to go back into patient care.
CHS recognises that its staff are its greatest asset and that its business is its people. The company aims to create an environment and culture of openness, trust and honesty. We encourage and celebrate diversity because broader perspectives, skills, experience and knowledge will enrich and enhance the value we bring to each other, our clients, shareholders and other stakeholders., This is a full-time position of 37.5 hours per week to be worked over 5 days.