About this role
Job summary
The ENT department is a busy but friendly and supportive team, where staff work closely together to provide a high standard of patient care. The team has a positive and inclusive atmosphere, with a strong focus on teamwork, communication, and helping each other manage a varied workload.
This is a great opportunity to gain hands on administrative experience within a clinical setting, with plenty of support and encouragement from experienced staff. We are committed to helping the post holder learn, grow in confidence, and develop new skills in a supportive workplace.
***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
This post is part of a professional team working in the ENT and Audiology Directorate. The key responsibility of this role is efficient/accurate administration including clinic letter checking and reception cover for the outpatient clinics, with strict adherence and compliance to the Referral to Treatment Access Policy and APN's (Administrative Procedure Notes).
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
Support Secretary Duties
Following introduction of digital dictation technology to ensure clinic letters are prepared for printing and distribution in a fast-paced accurate manner.
Ensure all allocated clinic letters are checked within the appropriate timeframe.
* To support the medical secretary in providing secretarial and administrative service to an allocated clinical team.
Ensure accurate messages are taken for clinical team and delivered in timely manner.
Assist with telephone enquiries from patients, GPs and other agencies in a courteous and helpful manner. Refer to medical secretary for advice when appropriate.
Assist in sorting and dealing with incoming post and distributing as necessary.
Undertake routine office duties including note tracing, photocopying, scanning, filing of correspondence and results and maintenance of records when required.
Be versatile and adaptable to the demands of the team. Work without supervision and take the initiative as and when required.
Ensure effective communication with all members of a multi-disciplinary team.
Assist Administrator in the co-ordination of specialty in-patient and out-patient waiting lists within the framework of the Access Policy.
Ensure comprehensive working knowledge of iPMS commensurate with role.
Ensure referral letters are processed, triaged and scanned to the OAC in line with Administration Guidance Notes.
Ensure all hospital case notes arriving into and departing from the department are traced on iPMS (Information Patient Management System). Case notes may be heavy, so manual handling guidelines will need to be adhered to.
Required to cover admin and clerical colleagues during times of absence or increased workload as requested by line manager.
To carry out any other clerical duties as determined by the line manager.
For further details please see attached JD&PS.
Person Specification
Qualifications Essential
English and Maths (grade A-C / 4-9), NVQ level 2 or equivalent demonstrable experience
Desirable
NVQ level 2
Knowledge and experience Essential
Previous demonstrable reception/admin experience Demonstrate use of hospital systems such as iPM Demonstrable experience of audio transcription
Desirable
Demonstrate proven knowledge of Primary Target Lists (PTL's), and waiting lists
Aptitude and Abilities Essential
Ability to work with a large workload in a busy environment whilst adhering to targets set. Good level of organisational skills
Desirable
Ability to handle difficult/distressed patients in a sensitive and empathetic manner.
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 Derriford Hospital, ENT Outpatients Department level 7
Derriford Road
Plymouth
PL6 8DH
United Kingdom
Employer's website https://www.plymouthhospitals.nhs.uk/ (Opens in a new tab)