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 pm.)
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
NHS AfC: Band 2
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. So 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 responsible for their own workload, undertaking reception, administrative and clerical tasks associated with the smooth running of all departments. These will include 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 the hospital systems
* Book in for MIU, Out-patients and Imaging appointments
* Request and tracer notes as appropriate
* Distribute and re-direct mail
* Bring any appointments during admission to the attention of the nurse looking after the patient
* Assess and prioritise verbal, electronic and written information
* Work independently and as part of a team, providing an efficient clerical service
* 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 take great pride in their work. The team works well together and offers fantastic support to the wider teams working at Totnes Hospital and the Health and Wellbeing sites.
The focus is on excellent customer service to all, supporting our colleagues and maintaining a sense of humour alongside a professional nature which contributes to the positive working environment offered by the Moor to Sea Admin Team.
Detailed job description and main responsibilities
* Communicate effectively in writing and verbally with:
Carers/Relatives, Admin and Clerical Staff, Senior Managers, Hospital Staff – Trained/untrained Nurses – Facilities Services – Occupational Therapist Physiotherapist, Consultants/GP’s
* Value each person as an individual, respect their aspirations and commitments in life, and seek to understand their priorities, needs, abilities and limits.
* Earn the trust placed in us by insisting on quality and striving to get the basics right every time: safety, confidentiality, professional and managerial integrity, accountability, dependable service and good communication.
* Respond with humanity and kindness to each person’s pain, distress, anxiety or need.
* We put patients first in everything we do, by reaching out to staff, patients, carers, families, communities, and professionals outside the NHS.
* Strive to improve health and well-being and people’s experience of the NHS.
* Use our resources for the benefit of the whole community, and make sure nobody is excluded or left behind.
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 patients, relatives or visitors may be distressed, anxious or angry.
* Attention to detail when inputting data and dealing with complex enquiries
* Ability to adjust to request to move to internal department 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
* Ability to work generically across multiple departments and could be asked to travel to work at other sites to meet organisational need.
Specific Skills
* Proven clerical/administrative experience within customer care environment
* 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 of 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
You will be joining the organisation at an exciting time. We have a positive and vibrant working atmosphere, we are proud of our investment in our staff both in terms of developing potential career skills and valuing people.
If you provide support to a family member or friend with health or care needs, we aim to be a Carer-friendly employer.
IMPORTANT INFORMATION
* We reserve the right to close vacancies early if we receive a high volume of applications.
* Please read the job description carefully and tailor your application to reflect the requirements of the role.
* Applicants who identify in their application form they are a part of the Armed Forces community will be guaranteed an interview, provided they meet the minimum essential criteria outlined in the job description and person specification for the role.
* Correspondence will be sent via Trac, text, and email.
* Applicants with no 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 on this occasion.
The Trust is committed to preventing discrimination, valuing diversity and achieving equality of opportunity.
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.
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