University Hospitals Plymouth NHS Trust

Support Secretary ENT

The closing date is 19 June 2025

Job summary

To provide secretarial, administrative and reception duties to support the ENT department. The key responsibility of this role is efficient/accurate administration including clinic letter checking and reception cover for the outpatient clinics.

***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.***

Main duties of the job

This post is part of a professional team working in the ENT and Audiology Directorate. The key responsibility of this role is efficient/accurate administration including clinic letter checking and reception cover for the outpatient clinics, with strict adherence and compliance to the Referral to Treatment Access Policy and APN's (Administrative Procedure Notes).

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 01752 432100. 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.

Date posted

06 June 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£24,169 a year per annum pro-rata

Contract

Permanent

Working pattern

Part-time, Flexible working

Reference number

216-PL-S7238691

Job locations

Derriford Hospital, ENT Outpatients Department level 7

Derriford Road

Plymouth

PL6 8DH

Job description

Job responsibilities

Support Secretary Duties

Following introduction of digital dictation technology to ensure clinic letters are prepared for printing and distribution in a fast-paced accurate manner.

Ensure all allocated clinic letters are checked within the appropriate timeframe.

* To support the medical secretary in providing secretarial and administrative service to an allocated clinical team.

Ensure accurate messages are taken for clinical team and delivered in timely manner.

Assist with telephone enquiries from patients, GPs and other agencies in a courteous and helpful manner. Refer to medical secretary for advice when appropriate.

Assist in sorting and dealing with incoming post and distributing as necessary.

Undertake routine office duties including note tracing, photocopying, scanning, filing of correspondence and results and maintenance of records when required.

Be versatile and adaptable to the demands of the team. Work without supervision and take the initiative as and when required.

Ensure effective communication with all members of a multi-disciplinary team.

Assist Administrator in the co-ordination of specialty in-patient and out-patient waiting lists within the framework of the Access Policy.

Ensure comprehensive working knowledge of iPMS commensurate with role.

Ensure referral letters are processed, triaged and scanned to the OAC in line with Administration Guidance Notes.

Ensure all hospital case notes arriving into and departing from the department are traced on iPMS (Information Patient Management System). Case notes may be heavy, so manual handling guidelines will need to be adhered to.

Required to cover admin and clerical colleagues during times of absence or increased workload as requested by line manager.

To carry out any other clerical duties as determined by the line manager.

Reception Duties

To receive and welcome patients to the Department, and direct them to the appropriate waiting area after the patient has booked in via the electronic system

Ensure that patients details are up to date on both the computer system and the patients notes.

Make follow-up appointments according to clinician requirements and clinic booking rules.

Record patient outcome onto IPM system.

Compile and sort clinic attendance sheets, place patient case notes in trolleys before the start of clinic.

Be polite and courteous when dealing with patients at all times.

Carry all patients notes from reception to the clinical area during all clinics.