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-focused service that 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
1. Provide support to customer and visitor reception areas, acting as the first point of enquiry and signposting individuals to relevant information/services.
2. Meet and greet patients attending clinics and check details on iPM and Systmone.
3. Respond to telephone, email, and written queries on behalf of the service.
4. Book appointments and manage follow-up waiting lists for outpatient clinics, prep hospital patient notes, and record appointment outcomes in line with policy.
5. Order and trace hospital notes via iPM, distribute notes after clinics.
6. Collect and prepare information for service area users with support of line manager.
7. Maximise the use of electronic systems to enable effective management of the service area such as Microsoft Office and patient record systems.
8. Support the line manager with banking and remittance services (including petty cash).
9. Undertake general office duties such as filing, photocopying, collating, and distributing information, as well as managing incoming and outgoing mail.
10. Use own initiative to meet deadlines, prioritising work within defined policies.
11. Provide flexible administrative and clerical cover as required.
12. Be proactive and contribute ideas for improving service delivery.
13. 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, committed to leading through innovation, clinical excellence, and great customer care. The Trust offers opportunities for career development in a progressive environment. We operate 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 issues applying online or need support including reasonable adjustments, contact the recruitment team at 01752 432100. We support work-life balance and invite requests for less than full-time/flexible working, which should be discussed with the recruiting manager prior to application. We encourage applicants from diverse backgrounds. Please note vacancies may close earlier than the deadline. If you haven't heard from us within 4 weeks of closing, please assume you were not shortlisted.
Job responsibilities
Support customer and visitor reception, act as first point of enquiry, signpost to relevant services, greet patients, and verify details on iPM and Systmone. Respond to queries via phone, email, and mail. Book appointments, manage outpatient waiting lists, and prepare hospital notes. Maintain electronic and hardcopy records accurately and timely. Support operational staff with management information. Use electronic systems effectively. Assist with banking and petty cash. Perform general office duties, prioritize tasks, and contribute to service improvements. Adhere to health & safety and Trust policies. Demonstrate activities to less experienced staff.
***Preference will be given to internal Trust staff, Priority, and 'At Risk' status including NHS At Risk staff throughout Devon with relevant experience as per the Person Specification.***
Person Specification
Knowledge & Experience
* Demonstrable administration experience
* Demonstrable reception experience
Qualifications
* Maths & English GCSEs A-C or NVQ in business admin or equivalent experience
* Flexible approach
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975, requiring a DBS check for any previous convictions.
£23,615 per annum pro rota
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