Receptionist / Administrator - Theatre Central Admin
An exciting opportunity has arisen for an enthusiastic, reliable and motivated individual to join the Theatre Central admin team on a permanent basis.
The successful candidate will work across our admission/reception areas covering shifts that run between 06:45 - 18:00. There is a requirement to cover a weekend day on a rolling rota, but otherwise there is flexibility around shift pattern and condensing hours.
We are looking for people who will enjoy working as part of an engaged and vibrant team, who are able to prioritise their workload, and who can remain calm whilst working in a busy environment.
Preference will be given to internal Trust staff, as well as Priority and At Risk status including NHS At Risk staff throughout Devon who can display recent relevant experience as dictated by the Person Specification.
Main duties of the job
To work flexibly as part of a professional multi‑skilled admin team within Theatre Central, carrying out the duties of the appointed area.
Applicants should demonstrate a mature and responsible attitude, be proactive and be able to use their initiative.
Job responsibilities
* Adhere to PHNT policies and procedures with particular regard to patient confidentiality, Health and Safety and Administrative Guidance Notes.
* Admitting/Discharging and transferring patients on IPM, Salus and Bluespier.
* Managing case notes – requesting, tracing, collecting and distributing case notes; ensuring accurate patient document tracking.
* Maintaining accurate patient records in accordance with clinical, nursing and management staff needs.
* Communicating effectively with other departments via phone and e‑mail; taking and passing on messages for all staff within the Department.
* Photocopying information, opening, distributing and actioning post as appropriate, and arranging transport for patients as required.
* Adding patients to follow‑up waiting lists and booking follow‑up appointments for a number of specialties.
* Printing Theatre Lists via Bluespier (TIMS).
* First point of contact for relatives enquiring about patients, seeking advice from the Nursing staff.
* Reporting and seeking advice from the Administration Manager for untoward incidents, complaints or abnormalities.
* Receiving and departing all patients attending and checking details on iPM, logging all times regarding throughput of patients and processing appointment outcomes on IPM.
* Dealing with distribution of case notes and placing patients onto IP/DC waiting lists using accurate coding after surgical procedures.
* Taking appropriate action in response to telephone calls from patients, GPs and other agencies using initiative within Trust guidelines.
* Performing any other duties deemed necessary by the Administration Manager, including cover for sickness and annual leave.
Person Specification
Knowledge & Experience
* Demonstrable experience working within an admin environment.
* Demonstrable experience using Microsoft Office Applications.
* Demonstrable administration experience in a large clinical setting.
Qualifications
* GCSEs 9‑4 (A‑C) in Maths & English and NVQ level 2 in business administration or related subject, or equivalent experience.
* Ability to use/learn to use computerised systems such as iPM, Salus, Bluespier and Microsoft Office.
* Self‑motivated and able to work on own initiative.
* Capacity to work well within a busy environment and meet deadlines.
* Professional in appearance and approach.
* Good written and verbal communication skills with effective interpersonal skills.
* High accuracy and attention to detail, maintaining confidentiality.
* Ability to review, enhance and improve existing admin processes.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a Disclosure and Barring Service check to confirm no previous criminal convictions.
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