University Hospitals Plymouth NHS Trust

Ward Administrator

The closing date is 24 November 2025

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Job summary

An exciting opportunity has arisen for an enthusiastic, competent, and ambitious individual to join the ENT and Audiology department at UHP as a receptionist.

This post is part of a professional team working in the ENT and Audiology departments. The key responsibility of this role is to provide clerical and reception cover for the clinics and ensure the reception area runs efficiently and effectively.

***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

To receive and welcome patients to the department and direct to appropriate waiting area. To ensure the patient's details are up to date on both the computer system and update front sheet of Health Record Folder notes as necessary. . To make follow up appointments as per clinicians request in adherence with clinic booking rules. To ensure patients follow up waiting lists have all relevant information fields completed in line with EOS (Electronic Outcome System). Where required manually adding waiting lists and procedure coding. To deal with telephone and verbal enquiries from patients, relatives, consultants, other departments and GP practices. Be polite, courteous and helpful.

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 manager for this post who will put you in touch with the recruitment team. 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.

Details

Date posted

10 November 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£24,465 a year Per Annum Pro Rata

Contract

Permanent

Working pattern

Part-time

Reference number

216-CB-S7594553

Job locations

ENT Outpatients Level 7

Derriford Hospital

Plymouth

PL6 8DH


Job description

Job responsibilities

1. The job holder would be trained on the job through a combination of instruction and practice and by attending Casenote, Data Protection and iPM training.

2. To compile and sort patient clinic attendance sheets.

3. To receive and welcome patients to the department and direct to appropriate waiting area.

4. To ensure the patients details are up to date on both the computer system and update front sheet of Health Record Folder notes as necessary. If service personnel details are incorrect, ensure SPAC office is kept informed.

5. To make follow up appointments as per clinicians request in adherence with clinic booking rules.

6. To ensure patients follow up waiting lists have all relevant information fields completed in line with EOS (Electronic Outcome System). Where required manually adding waiting lists and procedure coding.

7. To deal with telephone and verbal enquiries from patients, relatives, consultants, other departments and GP practices in a courteous manner, seeking advice when required.

8. To ensure that any loose documents are filed in the appropriate section and to tidy and repair damaged Health Record Folder.

9. For patients entitled to transport, make arrangements for this.

10. To ensure that the Patient Document Tracking system is kept up to date tracing movement of Patient Case Notes in and out of the department. This will involve moving and handling case notes which maybe heavy to lift.

For further details please see attached JD&PS.

Job description

Job responsibilities

1. The job holder would be trained on the job through a combination of instruction and practice and by attending Casenote, Data Protection and iPM training.

2. To compile and sort patient clinic attendance sheets.

3. To receive and welcome patients to the department and direct to appropriate waiting area.

4. To ensure the patients details are up to date on both the computer system and update front sheet of Health Record Folder notes as necessary. If service personnel details are incorrect, ensure SPAC office is kept informed.

5. To make follow up appointments as per clinicians request in adherence with clinic booking rules.

6. To ensure patients follow up waiting lists have all relevant information fields completed in line with EOS (Electronic Outcome System). Where required manually adding waiting lists and procedure coding.

7. To deal with telephone and verbal enquiries from patients, relatives, consultants, other departments and GP practices in a courteous manner, seeking advice when required.

8. To ensure that any loose documents are filed in the appropriate section and to tidy and repair damaged Health Record Folder.

9. For patients entitled to transport, make arrangements for this.

10. To ensure that the Patient Document Tracking system is kept up to date tracing movement of Patient Case Notes in and out of the department. This will involve moving and handling case notes which maybe heavy to lift.

For further details please see attached JD&PS.

Person Specification

Knowledge & Experience

Essential

  • Previous clerical or reception demonstrable experience
  • Demonstrable experience of working with the general public

Desirable

  • Demonstrable experience of working within a large clinical setting and using patient management systems

Qualifications

Essential

  • English and Maths (grade A-C / 4-9) or equivalent demonstrable experience

Desirable

  • NVQ level 2 in business administration or similar

Aptitude & Abilities

Essential

  • Ability to communicate at all levels
  • Good interpersonal skills

Desirable

  • Ability to respond to distressed patients in a sensitive, directive and empathetic manner
Person Specification

Knowledge & Experience

Essential

  • Previous clerical or reception demonstrable experience
  • Demonstrable experience of working with the general public

Desirable

  • Demonstrable experience of working within a large clinical setting and using patient management systems

Qualifications

Essential

  • English and Maths (grade A-C / 4-9) or equivalent demonstrable experience

Desirable

  • NVQ level 2 in business administration or similar

Aptitude & Abilities

Essential

  • Ability to communicate at all levels
  • Good interpersonal skills

Desirable

  • Ability to respond to distressed patients in a sensitive, directive and empathetic manner

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).

Additional information

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

ENT Outpatients Level 7

Derriford Hospital

Plymouth

PL6 8DH


Employer's website

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

Employer details

Employer name

University Hospitals Plymouth NHS Trust

Address

ENT Outpatients Level 7

Derriford Hospital

Plymouth

PL6 8DH


Employer's website

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

Employer contact details

For questions about the job, contact:

Clinical Admin Manager

Tamar Hunter

Tamar.hunter@nhs.net

01752431530

Details

Date posted

10 November 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£24,465 a year Per Annum Pro Rata

Contract

Permanent

Working pattern

Part-time

Reference number

216-CB-S7594553

Job locations

ENT Outpatients Level 7

Derriford Hospital

Plymouth

PL6 8DH


Supporting documents

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