Administrative Assistant

University Hospitals Plymouth NHS Trust

The closing date is 15 May 2025

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Job summary

A full- time vacancy has arisen within the CT Bookings team based at Brittany House on the Derriford Site, Plymouth.

We are looking for an individual who likes to talk to patients on the telephone booking appointments and has great IT skills and attention to detail.

***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

  • Entering patients details on both CRIS and iPM systems.
  • Booking and rearranging outpatient appointments.
  • Dealing with alterations and short notice cancellations of lists and notifying appropriate staff and patients.
  • To receive all incoming post and process in a timely manner, and ensure all outgoing post is similarly processed.
  • Advise patients and medical staff on special procedures and preparations required to ensure a successful examination.
  • Dispatching appointment letters ensuring all relevant information and leaflets are included.
  • Participate in providing assistance in completing daily tasks for other appointments clerks when required.
  • Use tact and diplomacy to deal with distressed and emotional patients.
  • Other duties as appropriate to the post

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.

Date posted

29 April 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£24,169 a year £24,169 Per Annum

Contract

Fixed term

Duration

12 months

Working pattern

Full-time

Reference number

216-LH-A7170432

Job locations

Brittany House

1 Brest Road

Plymouth

PL6 5YE


Job description

Job responsibilities

1. Entering patients details on both CRIS and iPM systems.

2. Sorting referral cards and letters from GPs, consultants and other medical staff.

3. Booking and rearranging outpatient appointments.

4. Dealing with alterations and short notice cancellations of lists and notifying appropriate staff and patients

5. To receive all incoming post and process in a timely manner, and ensure all outgoing post is similarly processed.

6. Optimise opportunities for sessions to go ahead by arranging alternative cover, when problems arise.

7. Liaise with all levels of medical staff to ensure the effective and efficient running of lists.

8. Advise patients and medical staff on special procedures and preparations required to ensure a successful examination.

9. Dispatching appointment letters ensuring all relevant information and leaflets are included.

10. Tracing notes on the iPM system.

For further details please see the attached JD & PS

Job description

Job responsibilities

1. Entering patients details on both CRIS and iPM systems.

2. Sorting referral cards and letters from GPs, consultants and other medical staff.

3. Booking and rearranging outpatient appointments.

4. Dealing with alterations and short notice cancellations of lists and notifying appropriate staff and patients

5. To receive all incoming post and process in a timely manner, and ensure all outgoing post is similarly processed.

6. Optimise opportunities for sessions to go ahead by arranging alternative cover, when problems arise.

7. Liaise with all levels of medical staff to ensure the effective and efficient running of lists.

8. Advise patients and medical staff on special procedures and preparations required to ensure a successful examination.

9. Dispatching appointment letters ensuring all relevant information and leaflets are included.

10. Tracing notes on the iPM system.

For further details please see the attached JD & PS

Person Specification

Knowledge & Experience

Essential

  • Previous demonstrable experience within a similar role.

Desirable

  • Previous NHS experience.
  • Experience in working with the general public. Experience of CRIS
  • Experience of CRIS

Qualifications

Essential

  • NVQ Level 2 in Business Admin
  • GCSE in Maths and English, level 4-9 (A-C) or equivalent standard
  • Equivalent demonstrable experience

Aptitudes & Abilities

Essential

  • Good communication skills, written and verbal, with the ability to demonstrate fluency, clarity and effectiveness at all levels.
  • Computer Literate
  • Keyboard skills

Desirable

  • Understanding the Trust waiting list policy within the workplace.
Person Specification

Knowledge & Experience

Essential

  • Previous demonstrable experience within a similar role.

Desirable

  • Previous NHS experience.
  • Experience in working with the general public. Experience of CRIS
  • Experience of CRIS

Qualifications

Essential

  • NVQ Level 2 in Business Admin
  • GCSE in Maths and English, level 4-9 (A-C) or equivalent standard
  • Equivalent demonstrable experience

Aptitudes & Abilities

Essential

  • Good communication skills, written and verbal, with the ability to demonstrate fluency, clarity and effectiveness at all levels.
  • Computer Literate
  • Keyboard skills

Desirable

  • Understanding the Trust waiting list policy within the workplace.

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.

Certificate of Sponsorship

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.

Certificate of Sponsorship

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).

Employer details

Employer name

University Hospitals Plymouth NHS Trust

Address

Brittany House

1 Brest Road

Plymouth

PL6 5YE


Employer's website

https://www.plymouthhospitals.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

University Hospitals Plymouth NHS Trust

Address

Brittany House

1 Brest Road

Plymouth

PL6 5YE


Employer's website

https://www.plymouthhospitals.nhs.uk/ (Opens in a new tab)

For questions about the job, contact:

Imaging Booking Team Leader

Joanne Cleary

jocleary1@nhs.net

01752433272

Date posted

29 April 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£24,169 a year £24,169 Per Annum

Contract

Fixed term

Duration

12 months

Working pattern

Full-time

Reference number

216-LH-A7170432

Job locations

Brittany House

1 Brest Road

Plymouth

PL6 5YE


Supporting documents

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