Overview
Go back Torbay and South Devon NHS Foundation Trust
Admin Assistant - Head and Neck
The closing date is 07 November 2025
We are looking for an enthusiastic member of staff to join our existing secretarial team within the Head and Neck Department, as an Admin Assistant. This post is fixed term, with the possibility of becoming permanent.
This is an exciting time to join the Trust as we transition over to an Electronic Patient Record. Due to these upcoming and exciting changes, there may be the opportunity for additional flexibility within the role.
You will be part of a supportive admin team, collaborating closely with clinicians to ensure efficient service delivery and a positive patient experience.
The ideal candidate will have proven admin experience and be able to provide excellent customer care. With the introduction of Electronic Patient Record, the post will consist of proof reading and finalising clinical correspondence. Audio typing is currently used throughout the Trust and will be part of the role until the transition takes place.
We will provide training for our patient records systems and the hospital databases, such as PAS and e-Referral system. Experience of using Microsoft applications would be advantageous.
We would expect the candidate to have proven relevant experience of working in a similar role but training is provided.
If you are a good communicator and can work both independently and as part of team, we would like to hear from you.
Main duties of the job
* To type clinical and non-clinical correspondence and reports in accordance within local targets.
* To use the relevant IT systems to register patients, transfer medical records, input clinical letters as required.
* To undertake a variety of office duties, such as filing, opening and distributing post, photocopying, moving and lifting of patient notes to ensure the efficient and effective support to the department.
* To comply with the Trust's Patient Access Policy and Standard Operating Procedures.
* To ensure that all results/reports/ correspondence are filed in line with Health Records standards.
* To enter Referral to Treatment (RTT) pathway events accurately.
* Ensuring all clinic outcomes have been recorded accurately, and complete or amend any that have not.
* Ensuring a Patient Pathway Identifier (PPI) is correctly allocated to any event booked on PAS
* Ensuring that the review status is updated
* Responsible for entering further RTT codes as required:
* Discharged on receipt of reports
* Treated after appointment
* Escalate to the Admin Team Leader any anomalies or concerns
* To ensure Inter Provider Transfers (IPT) are completed and updated.
* To ensure that e-Referral work lists are actioned daily.
* To provide cover for the other members of the secretarial and administration team, as required.
About us
The Head and Neck Department consists of Ear, Nose and Throat, Oral and Maxillofacial Surgery, Orthodontics, Restorative Dentistry and Plastic Surgery.
The Head and Neck service is very busy and the secretarial team is key to ensure things run smoothly and efficiently. It is therefore imperative that each member of the team works well under pressure and as a team player but equally as important that they are able to work independently and prioritise workload effectively.
One of the main rewards of this role is knowing you have made a difference and enhanced a patient's experience within the department.
For an informal discussion please contact: Olivia Taylor
olivia.taylor4@nhs.net
Job responsibilities
* To work closely with all grades of clinical and administrative staff, along with other employees within the Trust. To liaise with patients, GPs and other external agencies
* To prioritise work load
* Ensure patients are put at the heart of the service
Please refer to your suitability to the post in your supporting information from the role requirements or person specification.
Person Specification
Essential and Desirable
* Good standard of general education to include GCSE in Maths and English or equivalent.
* Typing to RSA II/OCR II or equivalent level of speed and accuracy (40wpm).
* Experience of Administrative/typing duties.
* Knowledge of Microsoft Office software.
* Ability to work on own initiative and prioritise own workload.
* Ability to work as part of a team.
* Able to communicate effectively with patients, all grades of staff and external contacts, both verbally and in writing.
* Proven experience of providing a customer focussed service.
* Ability to audio type.
* Knowledge of Trust Patient Administrative and Information Systems.
* Understanding of Patient tracking Lists (PTL).
* Knowledge of a range of patient computer software packages e.g. e-Referrals, Infoflex, CRIS etc
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.
Employer name
Torbay and South Devon NHS Foundation Trust
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