Job summary
Are you an effective communicator with excellent customer service skills and attention to detail? If you are flexible and open to learning new skills in an often busy environment, then an exciting opportunity has arisen to join our administration team providing efficient reception, ward, outpatient and switchboard duties at South Hams Hospital, Kingsbridge. You must be able to consistently deliver a patient focussed service which promotes good customer service and effective working relationships.The successful candidate will have effective communication skills , a high level of administrative skills, an eye for detail, be able to multitask and work autonomously or as part of a team.With appropriate training, you will be required to cover various roles within the admin team for sickness and annual leave.
Main duties of the job
Provide support to customer and visitor reception areas, acting as first point of enquiry and signposting individuals to relevant information/service.Meet and greet patients attending clinics and check details on iPM and Systmone.Respond to telephone, email and written queries on behalf of the serviceBook appointments and manage follow-up waiting lists for out-patient clinics, prepping hospital patient notes and recording appointment outcomes in line with policy.Ordering and tracing hospital notes via iPM, distributing notes after clinic.Collect and prepare information for service area users with support of line manager.Maximise the use of electronic systems to enable effective management of the service area such as Microsoft Office and patient record systems.Support the line manager with banking and remittance service (including petty cash).Undertake general office duties such as filing, photocopying, collating and distributing information, receipt and distribution of incoming and outgoing mail.Use own initiative to meet deadlines, prioritising work within defined policies.Provide flexible administrative and clerical cover as required.Be proactive and contribute ideas for improvement in the way the service is delivered.Demonstrate own activities to new or less experienced employees.
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
Provide support to customer and visitor reception areas, acting as first point of enquiry and signposting individuals to relevant information/service. Meet and greet patients attending clinics and check details on iPM and Systmone.Respond to telephone, email and written queries on behalf of the service including call handling where appropriate as agreed with line manager.Book appointments and manage follow-up waiting lists for out-patient clinics, prepping hospital patient notes and recording appointment outcomes in line with policy.Ordering and tracing hospital notes via iPM, distributing notes after clinic.Maintain accurately and timely electronic and hardcopy information using organisational system as directed and in line with policies.Supporting operational staff to access management information; electronic and hard copy.Collect and prepare information for service area users with support of line manager.
Maximise the use of electronic systems to enable effective management of the service area such as Microsoft Office and patient record systems.Support the line manager with banking and remittance service (including petty cash).Undertake general office duties such as filing, photocopying, collating and distributing information, receipt and distribution of incoming and outgoing mail.Use own initiative to meet deadlines, prioritising work within defined policies.Provide flexible administrative and clerical cover as required.Be proactive and contribute ideas for improvement in the way the service is delivered.Be familiar with and adhere to the Health & Safety Policy and other Trust policies and procedures.Demonstrate own activities to new or less experienced employees.
***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.***
Job description
Job responsibilities
Provide support to customer and visitor reception areas, acting as first point of enquiry and signposting individuals to relevant information/service. Meet and greet patients attending clinics and check details on iPM and Systmone.Respond to telephone, email and written queries on behalf of the service including call handling where appropriate as agreed with line manager.Book appointments and manage follow-up waiting lists for out-patient clinics, prepping hospital patient notes and recording appointment outcomes in line with policy.Ordering and tracing hospital notes via iPM, distributing notes after clinic.Maintain accurately and timely electronic and hardcopy information using organisational system as directed and in line with policies.Supporting operational staff to access management information; electronic and hard copy.Collect and prepare information for service area users with support of line manager.
Maximise the use of electronic systems to enable effective management of the service area such as Microsoft Office and patient record systems.Support the line manager with banking and remittance service (including petty cash).Undertake general office duties such as filing, photocopying, collating and distributing information, receipt and distribution of incoming and outgoing mail.Use own initiative to meet deadlines, prioritising work within defined policies.Provide flexible administrative and clerical cover as required.Be proactive and contribute ideas for improvement in the way the service is delivered.Be familiar with and adhere to the Health & Safety Policy and other Trust policies and procedures.Demonstrate own activities to new or less experienced employees.
***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.***
Person Specification
Knowledge & Experience
Essential
- Demonstrable administration experience
- Demonstrable reception experience
Desirable
- Demonstrable NHS experience
- Demonstrable iPM experience
Qualifications
Essential
- Maths & English GCSE's A-C or an NVQ in business admin, or equivalent demonstrable experience.
- Keyboard skills
Aptitide & Abilities
Essential
- Flexible approach
- Excellent customer service skills
Person Specification
Knowledge & Experience
Essential
- Demonstrable administration experience
- Demonstrable reception experience
Desirable
- Demonstrable NHS experience
- Demonstrable iPM experience
Qualifications
Essential
- Maths & English GCSE's A-C or an NVQ in business admin, or equivalent demonstrable experience.
- Keyboard skills
Aptitide & Abilities
Essential
- Flexible approach
- Excellent customer service 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).
