Job summary
We are seeking a reliable and adaptable Administration Support Officer to provide comprehensive administrative support across multiple departments based at Newton Abbot Hospital.
You will deliver excellent customer service to both colleagues and patients, handling face-to-face, email, and telephone enquiries efficiently. You will manage conflicting demands and prioritise your own workload effectively.
This role requires flexibility, as you will work across various departments and may be asked to travel to other sites to support organisational needs. You will work on a rotational basis covering shifts between 8 am and 8 pm, 7 days a week--including bank holidays--to ensure consistent service delivery.
Main duties of the job
We are looking for a friendly and organised individual to provide administrative support across various departments within Newton Abbot Hospital, including:
Your responsibilities will include general reception and administrative duties such as greeting patients, liaising with clinical teams to ensure smooth and efficient service delivery, and providing excellent customer service to patients, colleagues, and visitors.
If you enjoy working in a busy healthcare environment and have strong communication and organisational skills, we'd love to hear from you.
About us
Why Work With Us?
Newton Abbot Hospital offers a warm and welcoming atmosphere where the administrative team takes great pride in their work. The team collaborates effectively, providing fantastic support to the wider groups working across the hospital.
Working alongside a variety of specialties throughout the organisation adds diversity and depth to this role, making every day both engaging and rewarding.
Our focus is on delivering excellent customer service to all, supporting colleagues with professionalism and a good sense of humour. The hospital building itself features light, airy, and well-maintained spaces, contributing to the positive and uplifting working environment enjoyed by all.
Job description
Job responsibilities
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Communicate with a wide range of staff and clients in person, by telephone, and electronically.
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Receive all visitors in a courteous, efficient, and friendly manner.
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Provide excellent customer care in a calm and professional manner to patients and relatives who may be anxious or distressed.
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Proactively manage correspondence such as emails, post, and telephone calls in line with Trust standards.
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Assist as far as possible with non-medical enquiries within the remit of the role, ensuring all non-routine and medical enquiries are referred to the appropriate person.
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Prioritise workload effectively and manage conflicting demands in a high-pressure environment.
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Use multiple computer systems as required within the department, including but not limited to: IHCS (PAS), CRIS, InfloFlex, and Symphony.
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Ensure accurate and up-to-date patient details are maintained on patient information IT systems.
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Maintain health records and patient files in line with Trust Health Records Policy.
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Respond to complaints or concerns where appropriate, escalating to Line Manager if unable to resolve.
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Comply with GDPR and follow all Trust policies and procedures.
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Follow Standard Operating Procedures (SOPs) for the department.
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No budgetary control but maintain awareness of effective use of resources.
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No direct staff supervision but may be required to mentor new starters.
-
Significant use of Display Screen Equipment (DSE).
Job description
Job responsibilities
-
Communicate with a wide range of staff and clients in person, by telephone, and electronically.
-
Receive all visitors in a courteous, efficient, and friendly manner.
-
Provide excellent customer care in a calm and professional manner to patients and relatives who may be anxious or distressed.
-
Proactively manage correspondence such as emails, post, and telephone calls in line with Trust standards.
-
Assist as far as possible with non-medical enquiries within the remit of the role, ensuring all non-routine and medical enquiries are referred to the appropriate person.
-
Prioritise workload effectively and manage conflicting demands in a high-pressure environment.
-
Use multiple computer systems as required within the department, including but not limited to: IHCS (PAS), CRIS, InfloFlex, and Symphony.
-
Ensure accurate and up-to-date patient details are maintained on patient information IT systems.
-
Maintain health records and patient files in line with Trust Health Records Policy.
-
Respond to complaints or concerns where appropriate, escalating to Line Manager if unable to resolve.
-
Comply with GDPR and follow all Trust policies and procedures.
-
Follow Standard Operating Procedures (SOPs) for the department.
-
No budgetary control but maintain awareness of effective use of resources.
-
No direct staff supervision but may be required to mentor new starters.
-
Significant use of Display Screen Equipment (DSE).
Person Specification
Qualifications and training
Essential
- Educated to GCSE Level A-C
- Intermediate Qualification in IT
Desirable
- Qualification in Customer care
Knowledge and Experience
Essential
- Excellent Interpersonal Skills
- Good accurate IT Skills
- High standards and attention to detail
- Ability to multi task and prioritise workload
Desirable
- Knowledge of NHS Systems (IHCS, Symphony, CRIS, Infoflex)
Person Specification
Qualifications and training
Essential
- Educated to GCSE Level A-C
- Intermediate Qualification in IT
Desirable
- Qualification in Customer care
Knowledge and Experience
Essential
- Excellent Interpersonal Skills
- Good accurate IT Skills
- High standards and attention to detail
- Ability to multi task and prioritise workload
Desirable
- Knowledge of NHS Systems (IHCS, Symphony, CRIS, Infoflex)
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.
