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    Administrator/Bookings Clerk - Plymouth, United Kingdom - University Hospitals Plymouth NHS Trust

    University Hospitals Plymouth NHS Trust
    University Hospitals Plymouth NHS Trust Plymouth, United Kingdom

    6 days ago

    Default job background
    Permanent
    Description

    Job summary

    Administrator/Bookings Clerk,

    Occupational Health and Wellbeing Department, Derriford Hospital

    The Occupational Health and Wellbeing Department has a full time vacancy for the position of Administrator/Bookings Clerk. The core opening hours are 8am - 4pm.

    This is an interesting and varied post and the post holder will form part of the administration team supporting Doctors, Nurses and Mental Health Advisers.

    As the first point of contact, you will need to be able to work in a calm, logical and methodical way, but be able to multi-task whilst dealing with frequent interruptions. You must possess excellent communication skills, both written and verbal.

    Demonstrable experience in the use of Microsoft office (Word, Excel and Outlook) is essential. Full training will be given on our specialist IT software, e-OPAS.

    A flexible approach with the capacity to meet deadlines and commitment to working as part of a team are an important requirement.

    Due to the nature of this position, coverage within our core opening hours 8am to 4pm Monday to Friday will be required.

    For further information please email Tina Roberts, Admin Team Leader via or telephone

    Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS at Risk staff throughout Devon who is able to display recent relevant experience as dictated by the Person Specification.

    Main duties of the job

  • To support the delivery of an exemplar Occupational Health and Wellbeing service to employees of University Hospitals Plymouth NHS Trust (UHPT) and external businesses, in accordance with DoH guidelines and current legislation
  • Under the direction and supervision of the Administration Team Leader, manage and monitor clinicians waiting lists to ensure appointments meet the Department of Health, Trust, departmental guidelines as well as nationally recognised Accreditation Standards
  • Be the non-clinical point of contact for service users.
  • Provide and maintain an efficient medical records service within the department.
  • Support the administration team and undertake other clerical duties commensurate with the grade

    • About us

    We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

    Job description

    Job responsibilities

  • Manage and monitor clinicians diaries using an Occupational Health software package, (e-OPAS), ensuring appointments are processed within relevant guidelines and arranged to make optimum use of clinic session. Identify clients at risk of not meeting these guidelines and notify the Administration Team Leader
  • Be first point of contact on reception and over the telephone
  • Ensure the correct policies and procedures are followed when dealing with cancelled appointments and clients who do not attend their appointments.
  • Process management and self-referrals in a timely manner .
  • Work proactively and collaboratively with the multi-discipline teams to ensure all appropriate health information is available at the time of the clinic to ensure a high-quality service to the client.
  • Provide effective verbal, written and electronic communications by receiving and passing on clear messages and seeking assistance when needed.
  • Use tact and diplomacy to deal with distressed and emotional clients.
  • Promote pre-placement questionnaires and submit to nurses for screening.
  • Run reports on e-OPAS to provide information to managers of pre-placement screening outcomes and also to recall clients for appointments.
  • Run regular recall lists and deal with any actions required in a timely manner.
  • Process routine data entry with attention to detail and, where possible, obtain up-to-date details from clients so that personal data held both on paper and on e-OPAS are accurate.
  • Be flexible to the needs of the department, specifically to support and assist administration staff by covering other tasks during periods of annual leave, sickness, training etc. and sharing workloads as and when required. This will include contribution towards the smooth running of the e-OPAS system and filing duties.
  • Create new OH&WB electronic medical records on e-OPAS.
  • Support archiving records (paper and electronic)
  • Support the smooth day to day function of the dept.
  • Contribute to the continual review & evaluation of administrative systems and procedures and associated policies in order that improvements and developments can be made.

    • COMMUNICATIONS & WORKING RELATIONSHIPS

  • Occupational Health and Wellbeing team members both administration and clinical face to face and email
  • Clients telephone, email and face to face
  • External business customers telephone and email
  • Other Occupational Health Departments telephone and email
  • Civica UK Ltd telephone and email
  • Mjog Ltd telephone and email
  • ICT Dept. telephone and email
  • UHPT HR&OD dept. telephone, email and face to face
  • Estates telephone and email
    • Person Specification

    Aptitude & Abilities

    Essential

  • Ability to deal with confrontational clients in a polite and calm manner
  • Good standard of presentation and accuracy of work
  • Ability to use own initiative and appreciate the limits of own role and proven knowledge
  • Able to work with discretion, sensitivity and maintain confidentiality
  • Proven prioritisation, organisational and forward planning skills with an ability to recognise and meet deadlines
  • Good interpersonal and communication skills with experience of dealing with people at a variety of levels. Ability to demonstrate excellent customer relation skills

    • Qualifications

    Essential

  • NVQ 2 in Business Administration or Customer Service, or proven evidence and skills equivalent to level of qualification

    • Knowledge & Experience

    Essential

  • Understanding of Information Governance

    • Disposition/Atittude/Motivation

    Essential

  • Able to multi-task and be able work well within a busy environemnt
  • A keen team player, proactive, with a positive approach to change
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