Job Summary
To provide administrative support to Tavistock Hospital and Tavistock clinic. Key responsibilities include reception administrative duties and the booking of Outpatient clinics. The job holder will be required to work predominantly within Tavistock Clinic but will also cover similar duties at Tavistock Hospital at the request of the Tavistock Admin manager during times of sickness, annual leave, or operational pressure.
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 ensure the reception area runs efficiently and to provide a high level of customer service to service users. Responsibilities include:
1. Ensuring all Outpatient clinics booked by the Tavistock admin team are fully utilized and patient hospital notes are available in a timely manner for clinic.
2. Booking future appointments at the request of service users.
3. Admitting patients to the Minor Injuries unit and escalating any major emergencies to the medical team.
4. Arriving and departing of patients using a variety of computer systems.
5. Being the face of the department.
6. Caring and compassionate approach to all patients and service users.
7. Adhering to the Trust Core Values at all times.
8. Providing cover and support to colleagues based at Tavistock Hospital.
9. Flexible working approach across both sites.
10. Supporting stakeholders while running outpatient clinics from our sites.
11. Booking FUP Outpatient Appointments.
12. Ensuring all outcomes are completed at the end of each session.
13. Using Bookwise to book and cancel Outpatient rooms.
About Us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence, and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support, including reasonable adjustments, please contact the recruitment team on 01752 432100. We recognize that work-life balance is important for our colleagues and invite requests from applicants around less than full-time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Date Posted: 21 February 2025
Pay Scheme: Agenda for change
Band: Band 2
Salary: £23,615 a year
Contract: Permanent
Working Pattern: Full-time
Reference Number: 216-HB-A7012787
Job Locations: Tavistock Hospital and Tavistock Clinic, 70 Plymouth Rd, Tavistock, PL19 8BX
Job Responsibilities
1. Arriving and departing of patients using a variety of computer systems.
2. Being the face of the department.
3. Caring and compassionate approach to all patients and service users.
4. Adhering to the Trust Core Values at all times.
5. Providing cover and support to colleagues based at Tavistock Hospital.
6. Flexible working approach across both sites.
7. Supporting stakeholders while running outpatient clinics from our sites.
8. Booking FUP Outpatient Appointments.
9. Ensuring all outcomes are completed at the end of each session.
10. Using Bookwise to book and cancel Outpatient rooms.
Person Specification
Knowledge & Experience
Essential:
* Experience using Microsoft Office packages particularly Word, Outlook, and Excel.
* Experience working with spreadsheets.
* Experience working with the general public.
Desirable:
* Previous experience in a large clinical setting.
* Experience using patient management systems.
* Previous clerical experience.
Qualifications
Essential:
* Educated to GCSE grade C and above/equivalent qualification or six months demonstrable experience in an administrative role.
* NVQ Level 3 or equivalent.
* Keyboard skills.
* Computer literate.
Desirable:
* ECDL.
Aptitude & Abilities
Essential:
* Good communication skills, written and verbal.
* Attention to detail.
* Accuracy.
* Time management skills.
* Organizational skills.
* Ability to work under pressure.
* Good telephone manner.
* Ability to maintain confidentiality.
* Good customer service skills.
Disposition / Attitude / Motivation
Essential:
* Able to work on own and as a team.
* Able to cope under pressure.
* Proactive, takes own initiative.
Other Factors
Essential:
* A 'flexible' approach to work.
* Able to learn what is required from all teams within the contact centre and administration.
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.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website.
Employer Details
Employer Name: University Hospitals Plymouth NHS Trust
Address: Tavistock Hospital and Tavistock Clinic, 70 Plymouth Rd, Tavistock, PL19 8BX
Employer's Website: University Hospitals Plymouth NHS Trust #J-18808-Ljbffr