Job summary
We are looking for an Admin Officer to join our dynamic team of highly motivated individuals. The post is both interesting and varied and requires someone to show initiative and work as a member of a team. Applicants should have a responsible attitude and be able to demonstrate good communication skills, as regular liaison is required with patients, Trust personnel and the general public.
Please note that you will be required to one Saturday in five. Shift patterns are 8-4 and 8-6, Monday to Friday, also on rotation.
Please contact Katie Morris, Team Leader (katie.morris43@nhs.net) or Shannan Holden, Clinical Admin Manager (shannanholden@nhs.net) for further information about this post.
***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
Responsible for providing a full clerical and administrative service to the Endoscopy Department.
Delivery of accurate and timely clerical service for the Endoscopy Department. The department consists of nurses, health care assistants, and an administration team. The Endoscopy Unit is part of the Gastroenterology Directorate and the majority of Consultant Surgeons, Gastroenterologists and Hepatologists use the facilities within the unit in order to carry out endoscopy diagnostic and therapeutic examinations.
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
- To work as part of the administration team within Endoscopy providing and efficient and timely clerical service
- To assist in the day to day functionality of the Endoscopy unit
- Work individually and as part of a team, covering reception and discharge desks.
- Work closely with the clinical team to provide the best experience for patients.
- To answer the telephone, dealing with enquiries whenever possible and at other times taking accurate messages and forwarding as appropriate. This includes discussing appointment details, preparation and medication with patients when appropriate.
- Working as part of the clerical team in order to deliver clerical pre-assessment to the patients prior to their appointments.
- To ensure that 2ww patients are booked in a timely fashion ensuring that the department achieves the Government targets, reporting any problems to the Office Manager.
- Keep all outpatient lists booked to full capacity in order to achieve best practice.
- To provide cover when other clerical staff are on leave.
- To check Endosoft reports ensuring that all patients who require a follow up appointment are appropriately booked.
- To respond to the changing needs of the department on a daily basis by providing a flexible approach to the working day, maintaining the existing excellent standard of service and continuing promotion of good working relationships.
Job description
Job responsibilities
- To work as part of the administration team within Endoscopy providing and efficient and timely clerical service
- To assist in the day to day functionality of the Endoscopy unit
- Work individually and as part of a team, covering reception and discharge desks.
- Work closely with the clinical team to provide the best experience for patients.
- To answer the telephone, dealing with enquiries whenever possible and at other times taking accurate messages and forwarding as appropriate. This includes discussing appointment details, preparation and medication with patients when appropriate.
- Working as part of the clerical team in order to deliver clerical pre-assessment to the patients prior to their appointments.
- To ensure that 2ww patients are booked in a timely fashion ensuring that the department achieves the Government targets, reporting any problems to the Office Manager.
- Keep all outpatient lists booked to full capacity in order to achieve best practice.
- To provide cover when other clerical staff are on leave.
- To check Endosoft reports ensuring that all patients who require a follow up appointment are appropriately booked.
- To respond to the changing needs of the department on a daily basis by providing a flexible approach to the working day, maintaining the existing excellent standard of service and continuing promotion of good working relationships.
Person Specification
Knowledge & Experience
Essential
- Proven knowledge of patient administration system
- Demonstrable written and verbal communication skills
Desirable
- Demonstrable 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
Aptitude & Abilities
Essential
- Demonstrable communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels
- Demonstrable Organisational skills
Person Specification
Knowledge & Experience
Essential
- Proven knowledge of patient administration system
- Demonstrable written and verbal communication skills
Desirable
- Demonstrable 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
Aptitude & Abilities
Essential
- Demonstrable communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels
- Demonstrable Organisational skills
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).
