Overview
Admin Assistant - Head and Neck at Buy A Boat Now. This is a fixed-term role with the possibility of becoming permanent. You will join the Head and Neck Department as part of a supportive admin team, collaborating closely with clinicians to ensure efficient service delivery and a positive patient experience.
Job Summary
We are looking for an enthusiastic administrator to support the Head and Neck Department. The role includes proof reading and finalising clinical correspondence with the introduction of Electronic Patient Records. Audio typing is currently used and will be part of the role during the transition. Training will be provided for patient records systems and hospital databases (e.g., PAS and e-Referral system). Experience with Microsoft Office is advantageous. Training is provided, and previous experience in a similar role is desirable. You should be a good communicator who can work independently and as part of a team.
Main duties
* Type clinical and non-clinical correspondence and reports in line with local targets.
* Use IT systems to register patients, transfer medical records, and input clinical letters as required.
* Undertake office duties (filing, post, photocopying, filing of patient notes) to support the department.
* Comply with the Trust's Patient Access Policy and Standard Operating Procedures.
* Ensure that results, reports, and correspondence are filed in line with Health Records standards.
* Enter Referral to Treatment (RTT) pathway events accurately.
* Ensure all clinic outcomes are recorded accurately and complete or amend as needed.
* Allocate Patient Pathway Identifiers (PPI) to events booked on PAS; update review status and enter RTT codes as required.
* Escalate anomalies or concerns to the Admin Team Leader; ensure Inter Provider Transfers (IPT) are completed and updated.
* Ensure e-Referral work lists are actioned daily and provide cover for other team members as required.
About Us
The Head and Neck Department includes Ear, Nose and Throat, Oral and Maxillofacial Surgery, Orthodontics, Restorative Dentistry, and Plastic Surgery. The service is busy, and the secretarial team is essential for smooth operations. Teamwork and the ability to work under pressure while prioritising workload are important.
For an informal discussion please contact: Olivia Taylor.
Details
Date posted: 24 October 2025
Pay scheme: Agenda for Change
Band: Band 2
Salary: £24,465 per annum
Contract: Fixed term
Duration: 12 months
Working pattern: Full-time
Reference number: 388-7489913-PC&S
Job locations: Torbay Hospital, Newton Road, Torquay, TQ2 7AA
Job Description & Person Specification
Job responsibilities
* Work closely with all grades of clinical and administrative staff, liaise with patients, GPs and external agencies.
* Prioritise workload and ensure patient care is at the heart of the service.
Person Specification
Essential
* Good standard of general education, including GCSEs in Maths and English or equivalent.
* Typing to RSA II/OCR II or equivalent (40wpm) with speed and accuracy.
* Experience of administrative/typing duties.
* Knowledge of Microsoft Office software.
* Ability to work on own initiative and prioritise workload.
* Ability to work as part of a team.
* Effective communication with patients, staff and external contacts (verbal and written).
* Proven experience of providing a customer-focused service.
* Ability to audio type.
Desirable
* Knowledge of Trust Patient Administrative and Information Systems.
* Understanding of Patient Tracking Lists (PTL).
* Knowledge of patient software packages (e.g., e-Referrals, Infoflex, CRIS).
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975; a DBS disclosure is required.
Employer details
Employer: Torbay and South Devon NHS Foundation Trust
Address: Torbay Hospital, Newton Road, Torquay, TQ2 7AA
Employer's website: https://www.torbayandsouthdevon.nhs.uk
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