To provide administrative support to Tavistock Hospital and Tavistock clinic. Key responsibilities include booking and preparing outpatient clinics and providing efficient reception duties. The job holder will work primarily within Tavistock Hospital but may cover the same level of work in Tavistock Clinic at the request of the Tavistock Admin manager, when coverage is required for sickness, annual leave or operational pressure.
Working from 7:00am to 5:00pm Monday, Tuesday and Wednesday and 7:00 to 4:30 on Friday weekly, with 30‑minute lunch breaks.
Available as a fixed‑term contract or secondment opportunity (with current line manager’s agreement).
Preference will be given to internal Trust staff and to those with ‘Priority’ and ‘At Risk’ status, including NHS At Risk staff throughout Devon, who can demonstrate recent relevant experience as required by the Person Specification.
Main duties of the job
To ensure the reception area runs efficiently and to provide a high level of customer service to service users; ensure all outpatient clinics booked by the Tavistock admin team are fully utilised and patient hospital notes are available in a timely manner; book future appointments at the request of service users and analyze with parents to ensure they can attend; admit patients to the Minor Injuries unit; escalated any major emergencies to the medical team; arrive for all theatre patients from 7am daily.
Job responsibilities
1. The post holder will be trained on the job through a combination of instruction, practice and by attending Patient Case Note, Information Governance and iPM training.
2. Ensure that a clear understanding is obtained surrounding data quality and data protection, and work to this guidance.
3. Keep patient details up to date on both the computer system and update front sheets and labels of health record folder notes as necessary.
4. Ensure all hospital case notes are traced in and out of the department for accuracy.
5. Deal with incoming and outgoing mail. Sign for deliveries as and when required.
6. Provide non‑clinic information to service users, face‑to‑face or via telephone (e.g., appointment information and general enquiries within job expectations).
7. Book outpatient appointments within the next six weeks and add others to the relevant waiting list with accuracy and minimal data quality errors.
8. Organise the collection of confidential waste.
9. Book patients into the Minor Injuries unit and obtain relevant and detailed information to allow accurate triage by the MIU medical staff.
10. Provide full administrative cover to meet the demands of service users, always working at the reception desk, meeting and greeting visitors, using iPM and other computer systems and software to arrive, depart and book future outpatient appointments as requested.
11. Work in line with UHP administrative policies and procedures to ensure patients are efficiently seen within their target due dates, and processes associated with this are always obtained; refer to UHP APNs and attend annual update training.
12. Use initiative to complete a variety of administrative tasks that are routine and, on occasion, can be complex.
Person Specification
Qualifications
* Educated to GCSE grade C and above/equivalent qualification or six months of demonstrable experience in an administrative role.
* NVQ Level 3 or equivalent.
* ECDL.
Knowledge and Experience
* Demonstrable experience using Microsoft Office packages, particularly Word, Outlook and Excel.
* Demonstrable experience working with spreadsheets.
* Demonstrable experience in medical transcribing and audio typing.
* Demonstrable experience working with the general public.
* Demonstrable experience using NHS Patient Management systems.
* Previous demonstrable experience of working in a contact centre environment.
Aptitude and Abilities
* Good communication skills, written and verbal.
* Accuracy.
* Organisational skills.
* Ability to work under pressure.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975, and a submission for Disclosure will be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
£25,272 a year (£25,272 pro rata per annum)
#J-18808-Ljbffr