Main area: Admin & Clerical
Grade: NHS AfC: Band 2
Contract: Permanent
Hours: Part time - 30 hours per week (Covering Monday to Sunday, inclusive of bank holidays and weekends. Service opens 8am to 5pm.)
Job ref: 388-6881160-A&C
Employer: Torbay and South Devon NHS Foundation Trust
Employer type: NHS
Site: Totnes Hospital
Town: Totnes
Salary: £23,615 per annum pro rata
Salary period: Yearly
Closing: 17/03/2025 23:59
Admin Support, Moor to Sea
Job overview
An exciting position with the Moor to Sea Admin Team will offer the successful candidate the opportunity to support across multiple areas based within Totnes Hospital and support our Outpatients Department at Ashburton and Dartmouth Health and Wellbeing Centres when required. Being a driver with their own vehicle is essential.
Our Admin Support will work as a member of the Admin team providing a quality clerical service to all users. They will be based at Totnes Hospital and are responsible for their own workload, undertaking reception, administrative and clerical tasks associated with the smooth running of all departments. This includes telephone and personal contact with patients, families, carers, and professionals involved in the patients’ journey.
Main duties of the job
* Undertake Ward Clerk and Reception duties
* Ensure that confidentiality is maintained at all times
* Communicate with a wide range of clients on day-to-day matters, in person, by telephone, and electronically
* Ensure patients are treated with courtesy, dignity, and respect, using tact and discretion as appropriate
* Receive all visitors in a courteous, efficient, and friendly manner
* Assist with non-medical enquiries within the remit of the role, ensuring all non-routine and medical enquiries are referred to the appropriate person
* Admit/discharge patients using hospital systems
* Book appointments for MIU, Out-patients, and Imaging
* Request and trace notes as appropriate
* Distribute and redirect mail
* Bring any appointments during admission to the attention of the nurse looking after the patient and ensure all relevant information accompanies the patient
* Assess and prioritise verbal, electronic, and written information
* Work independently and as part of a team, providing an efficient clerical service, which includes maintaining stock levels of general and clinical supplies
* Use own initiative to prioritise workload, managing time effectively to meet deadlines
Working for our organisation
Totnes Hospital has a warm and welcoming atmosphere. The administrative team takes great pride in their work and offers fantastic support to the wider teams working at Totnes Hospital and the Health and Wellbeing sites.
We work with many specialties throughout the organisation, adding to the diversity and breadth of this role. The focus is on excellent customer service, supporting our colleagues, and maintaining a sense of humour alongside a professional nature, contributing to the positive working environment offered by the Moor to Sea Admin Team.
Person specification
Qualifications and training
* Educated to GCSE level A-C
* Qualification in Customer Care
Physical, Emotional and Mental Effort
* Lifting and carrying of medical records
* Sitting for prolonged periods
* Extended periods of computer use
* Required to move from desk area at frequent intervals and to visit various departments
* Pushing and pulling trolleys
* Maintaining a calm and professional manner when dealing with distressed patients, relatives, or visitors
* Dealing with changing priorities due to short-notice changes
* Attention to detail when inputting data and dealing with complex enquiries
* Ability to adjust to requests to move to internal departments on a shift-by-shift basis if required
Requirements due to work environment/conditions
* Flexibility to cover shifts within an 8am to 5pm, 7-day rota, including weekends and bank holidays
* Flexibility to rotate shift patterns to meet the needs of the service
* Ability to work generically across multiple departments and travel to other sites as required
* Ability to hot-desk
Specific Skills
* Proven clerical/administrative experience within a customer care environment
* Previous customer care experience
* Ability to work under own initiative and as part of a team
* Able to organise workload
* Reliability and flexibility; able to contribute to changing demands of the service
* Previous experience in an NHS or healthcare environment
Knowledge and experience
* Excellent interpersonal skills
* Good and accurate IT skills
* High standard of attention to detail
* Ability to multi-task and prioritise workload
* Knowledge of PAS and booking processes
* Knowledge of medical records filing system
* Knowledge of Infoflex, CRIS, and Symphony systems
You will be joining the organisation at an exciting time. As the first fully integrated care organisation in England, we are working to improve the way we deliver safe, high-quality health and social care. We have a positive and vibrant working atmosphere and are proud of our investment in our staff.
If you provide support to a family member or friend with health or care needs, we aim to be a Carer-friendly employer. We have a ‘Staff Carers’ policy which includes flexible working where possible.
IMPORTANT INFORMATION
* We reserve the right to close vacancies early if we receive a high volume of applications. Therefore, we encourage you to apply promptly.
* Please read the job description carefully and tailor your application to reflect the requirements of the role.
* Applicants who identify as part of the Armed Forces community will be guaranteed an interview if they meet the minimum essential criteria outlined in the job description.
* Correspondence will be sent via Trac, text, and email. Please ensure you check your email and Trac account regularly.
* Applicants without previous NHS experience will ordinarily be appointed to the minimum of the band.
* If you have not received an invitation to interview within 28 days of the closing date, please assume that your application has been unsuccessful.
* It is your responsibility to ensure the timely receipt of appropriate references.
The Trust is committed to preventing discrimination, valuing diversity, and achieving equality of opportunity. No person will receive less favourable treatment on the grounds of the protected characteristics as governed by the Equality Act 2010.
Employer certification / accreditation badges
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and will necessitate a submission for Disclosure to the Disclosure and Barring Service.
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