Job summary
To provide administrative support to Tavistock Hospital and Tavistock clinic. Key responsibilities included, the booking, and prepping of Outpatient clinics as well as providing efficient reception duties. The job holder will be required to work predominantly within Tavistock Hospital but will be required to cover the same level of work in Tavistock Clinic at the request of the Tavistock Admin manager, when required to cover sickness, annual leave, or times of operational pressure.
Working from 7:00am to 5:00pm Monday, Tuesday and Wednesday and 7:00 to 4:30 on a Friday weekly, with 30-minute lunch breaks.
Available as a fixed term contract or secondment opportunity. (With current line manager's agreement).
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 ensure the reception area runs efficiently and to provide a high level of customer service to service users. Ensuring all Outpatient clinics booked by the Tavistock admin team are full utilised and patient hospital notes are available in a timely manner for clinic. Booking future appointments at the request of Service users, analysis with parents to ensure they are able to attend.
To admit patients to the Minor Injuries unit. Escalating any manor emergencies to the medical team.
Arriving all Theatre patients from 7am daily.
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.
Job description
Job responsibilities
1. The post holder would be trained on the job through a combination of instruction and practice and by attending Patient Case note, Information Governance and iPM training.
2. To ensure that a clear understanding is obtained surrounding data quality and data protection and be able to work to this guidance.
3. To ensure the patients details are up to date on both the computer system and update front sheets and labels of Health Record Folder notes as necessary.
4. To ensure all Hospital case notes are traced in and out of the department for accuracy.
5. Deal with incoming and outgoing mail. Signing for deliveries as and when required.
6. Provide non clinic information to service users, face-to-face or via the telephone (eg appointment information and dealing with general enquires within their job expectations)
7. Booking Outpatient appointments within the next 6 weeks and adding others to the relevant waiting list with accuracy and minimal DQ errors.
8. To organise the collection of Confidential waste
9. Booking patients into the Minor Injuries unit. Obtaining relevant and detailed information to allow for accurate triaging by the MIU Medical staff.
10. To provide full administrative cover to meet the demands of the service users. always working on the reception desk, meeting and greeting visitors, using iPM and other computer systems and software to arrive, depart and book future outpatient appointments as requested.
11. To work in line with UHP administrative policies and procedures to ensure patients are efficiently seen within their target due dates and processes associated to this are always obtained. Referring to UHP APNs and attending annual update training.
12. Uses initiative to complete a variety of administrative tasks which are routine and on occasions can be complex.
Job description
Job responsibilities
1. The post holder would be trained on the job through a combination of instruction and practice and by attending Patient Case note, Information Governance and iPM training.
2. To ensure that a clear understanding is obtained surrounding data quality and data protection and be able to work to this guidance.
3. To ensure the patients details are up to date on both the computer system and update front sheets and labels of Health Record Folder notes as necessary.
4. To ensure all Hospital case notes are traced in and out of the department for accuracy.
5. Deal with incoming and outgoing mail. Signing for deliveries as and when required.
6. Provide non clinic information to service users, face-to-face or via the telephone (eg appointment information and dealing with general enquires within their job expectations)
7. Booking Outpatient appointments within the next 6 weeks and adding others to the relevant waiting list with accuracy and minimal DQ errors.
8. To organise the collection of Confidential waste
9. Booking patients into the Minor Injuries unit. Obtaining relevant and detailed information to allow for accurate triaging by the MIU Medical staff.
10. To provide full administrative cover to meet the demands of the service users. always working on the reception desk, meeting and greeting visitors, using iPM and other computer systems and software to arrive, depart and book future outpatient appointments as requested.
11. To work in line with UHP administrative policies and procedures to ensure patients are efficiently seen within their target due dates and processes associated to this are always obtained. Referring to UHP APNs and attending annual update training.
12. Uses initiative to complete a variety of administrative tasks which are routine and on occasions can be complex.
Person Specification
Qualifications
Essential
- Educated to GCSE grade C and above/equivalent qualification or six months demonstrable experience in an administrative role
- NVQ Level 3 or equivalent
- Keyboard skills
- Computer literate
Desirable
Knowledge and Experience
Essential
- Demonstrable experience using Microsoft office packages particularly word, outlook and excel.
- Demonstrable experience working with spreadsheets
- Demonstrable experience in medical transcribing and audio typing
- Demonstrable experience working with the general public
Desirable
- Previous NHS demonstrable experience
- Demonstrable experience using NHS Patient Management systems
- Previous clerical demonstrable experience
- Previous demonstrable experience of working in a contact centre environment
Aptitude and Abilities
Essential
- Good communication skills, written and verbal
- Attention to detail
- Accuracy
- Time management skills
- Organisational skills
- Ability to work under pressure
Person Specification
Qualifications
Essential
- Educated to GCSE grade C and above/equivalent qualification or six months demonstrable experience in an administrative role
- NVQ Level 3 or equivalent
- Keyboard skills
- Computer literate
Desirable
Knowledge and Experience
Essential
- Demonstrable experience using Microsoft office packages particularly word, outlook and excel.
- Demonstrable experience working with spreadsheets
- Demonstrable experience in medical transcribing and audio typing
- Demonstrable experience working with the general public
Desirable
- Previous NHS demonstrable experience
- Demonstrable experience using NHS Patient Management systems
- Previous clerical demonstrable experience
- Previous demonstrable experience of working in a contact centre environment
Aptitude and Abilities
Essential
- Good communication skills, written and verbal
- Attention to detail
- Accuracy
- Time management skills
- Organisational skills
- Ability to work under pressure
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.
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.
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).
