Job summary
To provide clerical and administrative support to the Medical Imaging Department secretarial team, reception team and to complete the NVQ training programme.
***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
The post holder will:
Support the medical secretary team in administrative duties such as typing, letters, appointments, notes, meetings, email's and more administrative tasks.
To support the reception team on the front desk dealing with patients, appointments and telephone calls.
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 team on 01752 431577 or email natasha.marsh1@nhs.net . 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
To provide office management support to the Imaging Administration Team:
- Supporting the secretarial team with admin tasks such as typing, appointments, emails, letters, diaries, reports, minute taking and more.
- Support the reception team on the desk, taking and making phone calls, appointments and paperwork.
- To assist with telephone calls from patients, GPs and other Agencies in a courteous and helpful manner.
- Dealing face to face with patients, carers and other professionals visiting the department, seeking advice when appropriate.
- Assist with the tracing of patient notes using the Patient Information Management System (iPM).
- To attend when possible appropriate training and development opportunities
- Responsible for the distribution of consultants mail in a timely manner and ensuring that any issues requiring urgent action are brought to the attention of the recipient.
- Prioritise own workload.
- Participate in medical secretarial meetings, putting forward suggestions, taking and typing up of minutes. This also applies to any admin meetings requiring attendance.
- Sorting and dealing with all paper correspondence and keeping a satisfactory record and filing system to ensure swift retrieval of information.
- Submit email requisitions to the Secretarial Co-ordinator for stationery and other office equipment, to ensure a continuous flow of necessary tools, ensuring resources are used effectively.
- To bring defects in equipment to the notice of the Line Manager take immediate action to ensure that such equipment is withdrawn from service until satisfactorily repaired.
- Required to cover for support secretary/other colleagues during annual leave/sickness or peak workloads.
- Maintains confidentiality at all times and adheres to other Trust policies and procedures.
- To support and enhance the continual quality initiative ensuring a quality first approach to all aspects of work.
- To be aware of and to follow the Health and Safety at Work Act, Security Policy and all other policies relating to Plymouth Hospitals NHS Trust.
- To report any incident to self, staff or patient to the Line Manager and ensure that the correct form is filled out and action is taken concerning the incident.
- To undertake duties in line with the Trusts Information Security and Control Policy, respecting the rights of patients, fellow staff and the Trust for information not to be passed on or made available to those without a need to know.
- This list is not exhaustive or definitive and may include other admin tasks at the request of the line manager.
- To undertake other reasonable duties at the discretion of your Line Manager and the Imaging Directorate Office or a member of the Imaging team.
Job description
Job responsibilities
To provide office management support to the Imaging Administration Team:
- Supporting the secretarial team with admin tasks such as typing, appointments, emails, letters, diaries, reports, minute taking and more.
- Support the reception team on the desk, taking and making phone calls, appointments and paperwork.
- To assist with telephone calls from patients, GPs and other Agencies in a courteous and helpful manner.
- Dealing face to face with patients, carers and other professionals visiting the department, seeking advice when appropriate.
- Assist with the tracing of patient notes using the Patient Information Management System (iPM).
- To attend when possible appropriate training and development opportunities
- Responsible for the distribution of consultants mail in a timely manner and ensuring that any issues requiring urgent action are brought to the attention of the recipient.
- Prioritise own workload.
- Participate in medical secretarial meetings, putting forward suggestions, taking and typing up of minutes. This also applies to any admin meetings requiring attendance.
- Sorting and dealing with all paper correspondence and keeping a satisfactory record and filing system to ensure swift retrieval of information.
- Submit email requisitions to the Secretarial Co-ordinator for stationery and other office equipment, to ensure a continuous flow of necessary tools, ensuring resources are used effectively.
- To bring defects in equipment to the notice of the Line Manager take immediate action to ensure that such equipment is withdrawn from service until satisfactorily repaired.
- Required to cover for support secretary/other colleagues during annual leave/sickness or peak workloads.
- Maintains confidentiality at all times and adheres to other Trust policies and procedures.
- To support and enhance the continual quality initiative ensuring a quality first approach to all aspects of work.
- To be aware of and to follow the Health and Safety at Work Act, Security Policy and all other policies relating to Plymouth Hospitals NHS Trust.
- To report any incident to self, staff or patient to the Line Manager and ensure that the correct form is filled out and action is taken concerning the incident.
- To undertake duties in line with the Trusts Information Security and Control Policy, respecting the rights of patients, fellow staff and the Trust for information not to be passed on or made available to those without a need to know.
- This list is not exhaustive or definitive and may include other admin tasks at the request of the line manager.
- To undertake other reasonable duties at the discretion of your Line Manager and the Imaging Directorate Office or a member of the Imaging team.
Person Specification
Qualifications
Essential
- Please see the attached JD
Knowledge
Essential
- Computer skills and familiarity with Microsoft Word, Office and other programmes e.g. Excel
Desirable
- Recent and demonstrable experience of working with and directly communicating with a wide variety of people and the general public
Abilities and Aptitude
Essential
- Good (and proven) communication and interpersonal skills
- Good organisational skills
Desirable
Person Specification
Qualifications
Essential
- Please see the attached JD
Knowledge
Essential
- Computer skills and familiarity with Microsoft Word, Office and other programmes e.g. Excel
Desirable
- Recent and demonstrable experience of working with and directly communicating with a wide variety of people and the general public
Abilities and Aptitude
Essential
- Good (and proven) communication and interpersonal skills
- Good organisational skills
Desirable
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
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).
