Admin Assistant

Job description

Job responsibilities

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

   2. Case note management including:

   3. Requesting, tracing, collecting and distributing case notes for planned care assessment appointments or admission and ensuring accurate patient document tracking.

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

   5. To ensure that patients receive timely and accurate written and verbal communication regarding the planned care assessment service and associated services.

   6. To establish and maintain effective channels of communication with other departments, including:

   Answering and making telephone calls as directed by Administration Manager.

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

   Answering voice mail.

   Sending and receiving e-mail and faxes.

   Photocopying information as requested.

   Opening, distributing and actioning post as appropriate

   Arranging transport for patients as required.

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

   8. To receive and depart all patients attending the clinic and check details on iPM (the hospital computerised Patient Information System).

   9. To log all times onto the computer regarding throughput of patients through clinic and process outcome of appointments on iPM.

   10. To book patients appointments into pre-assessment, anaesthetic and exercise testing clinics.

   11. To deal with distribution of case notes after clinic.

   12. Be responsible for placing patients onto the inpatient/day case waiting list using accurate coding following pre-operative assessment

   13. 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

   14. Take appropriate action in response to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines

   15. 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.

   For further information please see attached JD&PS

Person Specification

Knowledge & Experience

Essential

• oDemonstrable Admin / Clerical officer / Prepping experience.
• oKeyboard Skills

Desirable

• oProven knowledge of iPM system

Qualifications

Essential

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

APTITUDE & ABILITIES

Essential

• oExcellent organisational skills and the ability to prioritise own workload.
• oUnderstanding of confidentiality.

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

University Hospitals Plymouth NHS Trust

Derriford Road

Plymouth

PL6 8DH

Employer's website

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