Receptionist / Administrator

Job description

Job responsibilities

• Be familiar with and adhere to PHNT policies and procedures with particular regard to patient confidentiality, Health and Safety and Administrative Guidance Notes.

  Admitting/Discharging and transferring patients on IPM, Salus and Bluespier

  Case note management, including:

  Requesting, tracing, collecting and distributing case notes, Theatre Central admission and ensuring accurate patient document tracking.

  Ensuring that patients medical records are fully and accurately prepared in accordance with the needs of the clinical, nursing and management staff.

  To establish and maintain, effective channels of communication with other departments via phone and e-mail correspondence.

  Taking and passing on messages for all staff within the Department.

  Photocopying information as requested.

  Opening, distributing and actioning post as appropriate.

  Arranging transport for patients as required.

  Add patients to F/U waiting lists and Book F/U appointments for a number of specialties.

  Printing Theatre Lists via Bluespier (TIMS).

  Being the first point of contact for relatives that come to the ward that enquire about patients, seeking advice form the Nursing staff.

  To report and seek advice from the Administration Manager if untoward incidents, complaints, problems or abnormalities in working practice that occur which cannot be dealt with.

  To receive and depart all patients attending and check details on iPM (the hospitals computerised Patient Information Management System).

  To log all times onto the computer regarding throughput of patients through the department and process outcome of appointment on IPM.

  To deal with distribution of case notes.

  Be responsible for placing patients onto IP/DC waiting list using accurate coding following surgical procedure.

  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 areas of the Department, deemed necessary by the Administration Manager, to include cover for sickness and annual leave.

For further details please see attached JD&PS.

Person Specification

Knowledge & Experience

Essential

• Demonstrable experience working within an admin environment
• Demonstrable experience using Microsoft Office Applications

Desirable

• Demonstrable administration experience in a large clinical setting

Qualifications

Essential

• GCSE's 9-4 (A-C) in Maths & English and NVQ level 2 in either business administration or related subject or equivalent demonstrable experience

Desirable

• The ability to use/learn to use or learn to use computerised systems such as iPM, Salus, Bluespier as well as Microsoft Office.

Disposition, Attitude & Motivation

Essential

• Ability to work on own initiative
• Self motivated
• Ability to work well within a busy environment and meet deadlines
• Professional in appearance and approach
• Able to work in a busy environment, prioritising and delegating throughout the day

Desirable

• Flexible and adaptable. Able to adapt to changing environments at short notice

Aptitude & Abilities

Essential

• Good communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels.
• Effective interpersonal skills
• Accuracy and attention to detail
• Excellent Time management skills
• Ability to maintain confidentiality
• Demonstrate excellent organisational skills

Desirable

• Ability to review, enhance and improve existing admin processes

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

University Hospitals Plymouth NHS Trust

Address

Derriford Hospital

Theatre Central , Level 4

Plymouth

PL6 8DH

Employer's website

https://www.plymouthhospitals.nhs.uk/ (Opens in a new tab)