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    Administrative assistant - Plymouth, United Kingdom - University Hospitals Plymouth NHS Trust

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

    1 week ago

    Default job background
    Fixed-Term
    Description

    Job summary

    A 12 month FTC covering maternity leave within the Planned care assessment unit.

    Clerical Officer / Appointment booking

    A Clerical officer / appointment booking clerk is required for Planned care assessment unit, the post holder will provide admin support to the clinical staff within the Pre-Operative Assessment Unit and book follow up appointments. The post holder will also assist with clinical enquiries, filing and other associated administrative tasks.

    Main duties of the job

    To book follow-up appointments for planned care assessment.

    To provide a clerical service to the patients attending the Planned Care Assessment Unit and for members of staff working within the Planned Care Assessment Unit.

    To work in collaboration with staff in other areas of the directorate and Trust to facilitate a streamline service for the patient.

    COMMUNICATIONS & WORKING RELATIONSHIPS

  • Patients, relatives and visitors
  • Planned Care Assessment nursing and clerical teams
  • Directorate Support Manager
  • Planned Care Assessment Supervisor
  • Medical secretaries
  • Medical staff
  • Surgical wards

    • OTHER

    Physical Effort

    There will be a combination of sitting, standing and walking. Post-holder will frequently be required to lift piles of notes for short periods of time and to transport notes to and from other parts of the hospital using a trolley. Post-holder may be required to sit in a confined working space using a VDU.

    Mental Effort

    Afrequent requirement for concentration - there are frequent predictable interruptions when dealing with patients/relatives at the reception desk and retrieving/altering information on the VDU, and responding to patient and staff demands as required.

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

    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

    PRIMARY DUTIES & AREAS OF RESPONSIBILITY

  • Be familiar with and adhere to PHNT policies and procedures with particular regard to patient confidentiality, Health and Safety and Administrative Guidance Notes.
  • Ensuring that patients medical records are fully and accurately prepared in accordance with the needs of the clinical, nursing and management staff.
  • To ensure that patients receive timely and accurate written and verbal communication regarding the planned care assessment service and associated services.
  • To establish and maintain effective channels of communication with other departments.
  • To receive and depart all patients attending the clinic and check details on iPM.
  • To book patients appointments into pre-assessment, anaesthetic and exercise testing clinics.
  • Be responsible for placing patients onto the inpatient/day case waiting list using accurate coding following pre-operative assessment
  • Booking pre-assessment appointments for patients at the request of surgical specialties, rearranging appointments if required and taking appropriate action if patients do not attend their appointments
  • Take appropriate action in response to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines
  • To perform any other duties, in any area of the Unit, deemed necessary by the Administration Managers (Intensive Care and Planned Care Assessment), to include cover for sickness and annual leave.
    • Person Specification

    Knowledge & Experience

    Essential

  • Demonstrable Admin / Clerical officer / Prepping experience.
  • Keyboard Skills

    • Desirable

  • Proven knowledge of iPM system
  • Previous demonstrable experience of working in a large clinical setting / demonstrable clerical experience

    • Qualifications

    Essential

  • NVQ Level 2 in Business and Administration or equivalent level of qualification or equivalent demonstrable experience

    • APTITUDE & ABILITIES

    Essential

  • Excellent organisational skills and the ability to prioritise own workload.
  • Excellent interpersonal skills.
  • Excellent interpersonal skills.
  • Ability to work well within a busy environment
  • Ability to work within a team or without supervision.
  • Being professional at all times and taking time to listen to other people's needs and acting on them

    • DISPOSITION / ATTITUDE / MOTIVATION

    Essential

  • Ability to work on own initiative with integrity.
  • Self-motivated.
  • Ability to work well within a busy environment and meet deadlines.
  • Professional in appearance and approach.
  • Excellent telephone manner.
  • Flexible and adaptable.
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