Job summary
An exciting opportunity has arisen for an enthusiastic, reliable and motivated individual to join the Theatres Central admin team on a permanent basis.
The successful candidate will work across our admission/reception areas covering shifts that run between 06:45 - 17:00. There is a requirement to cover a weekend day, but otherwise there is flexibility around shift pattern and condensing hours.
We are looking for people who will enjoy working as part of an engaged and vibrant team, who are able to prioritise their workload, and who can remain calm whilst working in a busy environment.
***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 work flexibly as part of a professional multi-skilled admin team within Theatres Central, carrying out the duties of the appointed area.
Applicants should demonstrate a mature and responsible attitude, be proactive and be able to use their initiative.
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 432100.
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
- Be familiar with and adhere to PHNT policies and procedures with particular regard to patient confidentiality, Health and Safety and Administrative Guidance Notes
- Admitting/Discharging and transferring patients on IPM, Salus and Bluespier
- Case note management, including
Requesting, tracing, collecting and distributing case notes, Theatre Central admission and ensuring accurate patient document tracking.
Ensuring that patients medical records are fully and accurately prepared in accordance with the needs of the clinical, nursing and management staff.
- To establish and maintain, effective channels of communication with other departments via phone and e-mail correspondence
- Taking and passing on messages for all staff within the Department
- Photocopying information as requested
- Opening, distributing and actioning post as appropriate
- Arranging transport for patients as required
- Add patients to F/U waiting lists and Book F/U appointments for a number of specialties
- Printing Theatre Lists via Bluespier (TIMS)
- Being the first point of contact for relative that come to the ward that enquire about patients, seeking advice form the Nursing staff
- To report and seek advice from the Administration Manager if untoward incidents, complaints, problems or abnormalities in working practice that occur which cannot be dealt with
- To receive and depart all patients attending and check details on iPM (the hospitals computerised Patient Information Management System)
- To log all times onto the computer regarding throughput of patients through the department and process outcome of appointment on IPM
- To deal with distribution of case notes
- Be responsible for placing patients onto IP/DC waiting list using accurate coding following surgical procedure
- Take appropriate action in response to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines
- To perform any other duties, in any areas of the Department, deemed necessary by the Administration Manager, to include cover for sickness and annual leave.
Job description
Job responsibilities
- Be familiar with and adhere to PHNT policies and procedures with particular regard to patient confidentiality, Health and Safety and Administrative Guidance Notes
- Admitting/Discharging and transferring patients on IPM, Salus and Bluespier
- Case note management, including
Requesting, tracing, collecting and distributing case notes, Theatre Central admission and ensuring accurate patient document tracking.
Ensuring that patients medical records are fully and accurately prepared in accordance with the needs of the clinical, nursing and management staff.
- To establish and maintain, effective channels of communication with other departments via phone and e-mail correspondence
- Taking and passing on messages for all staff within the Department
- Photocopying information as requested
- Opening, distributing and actioning post as appropriate
- Arranging transport for patients as required
- Add patients to F/U waiting lists and Book F/U appointments for a number of specialties
- Printing Theatre Lists via Bluespier (TIMS)
- Being the first point of contact for relative that come to the ward that enquire about patients, seeking advice form the Nursing staff
- To report and seek advice from the Administration Manager if untoward incidents, complaints, problems or abnormalities in working practice that occur which cannot be dealt with
- To receive and depart all patients attending and check details on iPM (the hospitals computerised Patient Information Management System)
- To log all times onto the computer regarding throughput of patients through the department and process outcome of appointment on IPM
- To deal with distribution of case notes
- Be responsible for placing patients onto IP/DC waiting list using accurate coding following surgical procedure
- Take appropriate action in response to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines
- To perform any other duties, in any areas of the Department, deemed necessary by the Administration Manager, to include cover for sickness and annual leave.
Person Specification
Knowledge & Experience
Essential
- Demonstrable experience working within an admin environment
- Demonstrable experience using Microsoft Office Applications
Desirable
- Demonstrable administration experience in a large clinical setting
Qualifications
Essential
- GCSE's 9-4 (A-C) in Maths & English and NVQ level 2 in either business administration or related subject or equivalent demonstrable experience
Desirable
- The ability to use/learn to use or learn to use computerised systems such as iPM, Salus, Bluespier as well as Microsoft Office.
Disposition, Attitude & Motivation
Essential
- Ability to work on own initiative
- Self motivated
- Ability to work well within a busy environment and meet deadlines
- Professional in appearance and approach
- Able to work in a busy environment, prioritising and delegating throughout the day
Desirable
- Flexible and adaptable. Able to adapt to changing environments at short notice
Aptitude & Abilities
Essential
- Good communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels.
- Effective interpersonal skills
- Accuracy and attention to detail
- Excellent Time management skills
- Ability to maintain confidentiality
- Demonstrate excellent organisational skills
Desirable
- Ability to review, enhance and improve existing admin processes
Person Specification
Knowledge & Experience
Essential
- Demonstrable experience working within an admin environment
- Demonstrable experience using Microsoft Office Applications
Desirable
- Demonstrable administration experience in a large clinical setting
Qualifications
Essential
- GCSE's 9-4 (A-C) in Maths & English and NVQ level 2 in either business administration or related subject or equivalent demonstrable experience
Desirable
- The ability to use/learn to use or learn to use computerised systems such as iPM, Salus, Bluespier as well as Microsoft Office.
Disposition, Attitude & Motivation
Essential
- Ability to work on own initiative
- Self motivated
- Ability to work well within a busy environment and meet deadlines
- Professional in appearance and approach
- Able to work in a busy environment, prioritising and delegating throughout the day
Desirable
- Flexible and adaptable. Able to adapt to changing environments at short notice
Aptitude & Abilities
Essential
- Good communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels.
- Effective interpersonal skills
- Accuracy and attention to detail
- Excellent Time management skills
- Ability to maintain confidentiality
- Demonstrate excellent organisational skills
Desirable
- Ability to review, enhance and improve existing admin processes
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).
