Main area Patient Access Grade NHS AfC: Band 3 Contract Permanent Hours Part time - 32 hours per week (Hybrid working, in office and home working) Job ref 216-LD-A6817305
Employer University Hospitals Plymouth NHS Trust Employer type NHS Site Derriford Hospital Town Plymouth Salary £24,071 - £25,674 Per Annum, Pro Rata Salary period Yearly Closing 12/03/2025 23:59
Administrative Assistant
NHS AfC: Band 3
Job overview
An exciting opportunity has arisen to join the Patient Access Team, who are seeking to appoint an individual to provide comprehensive administrative support to all members of the team.
Main duties of the job
The post holder will be required to:
* Provide administrative support for the Clinical Admin Training Team.
* Ensure all administrative staff are booked into their annual mandatory training and update the training record database as appropriate.
* Provide administration support for the Patient Access Team.
* Act as a point of contact for all training enquiries.
* Support projects on behalf of the Patient Access/Clinical Admin Training Team.
* Ensure effective and consistent diary management for the Clinical Admin Training Team.
Detailed job description and main responsibilities
PRIMARY DUTIES & AREAS OF RESPONSIBILITY
* Provide support for the Clinical Admin Training Team/Patient Access Team.
* Ensure that staff are updated regarding their annual mandatory training.
* Liaise, negotiate and communicate with relevant people to ensure that processes are fit for purpose.
* Support day to day queries in relation to any training queries.
* Act as a Trust wide resource for the provision of advice around effective administrative processes.
* Participate in and support the training of relevant staff in standard process.
* Review current practice, as necessary and support changes to improve standards.
* Use own judgement and take appropriate action when dealing with all matters within the Patient Access office.
* Liaise with other professionals and departments using the appropriate level of knowledge and judgement in order to respond to queries and take necessary action.
* Contribute to the service improvement/modernisation projects.
* Work as part of the team in developing processes within the department to meet the demands of a growing service.
* Participate in team and other meetings as required.
* Support the general administration of the team.
* Be able to multi-task and deal with a range of issues that can often disrupt the working day.
* Provide support in respect of project work responsibilities for the Patient Access/Clinical Administration Team.
* Support the day to day running of the ERS and deal with any queries or complaints as they arise.
* Regular attendance at meetings as required.
* Preparation of presentation material.
* Distribution of other policies and documentation as required.
* Assist with the implementation of audits around compliance with practice and the resulting collation of the resulting information.
* Assist with booking of meeting rooms and other support functions as required.
* Maintain and support accurate project management documentation to support the provision of information.
* Assist in the facilitation and arrangement of improvement and training events to support the objectives of the team.
* Keep an accurate and reliable record of all operational policies.
* Ensure appropriate filing systems are put into place and maintained.
General
Undertake any other duties as requested by the Head of Patient Access commensurate with the post.
COMMUNICATIONS & WORKING RELATIONSHIPS
The post holder will need to demonstrate effective working relationships with staff at all levels, particularly with Staff, Training Department, Estates, NHSP, Directorate Managers, Senior Nursing Staff/Clinicians, external accreditation providers, and the complaints department.
Person specification
Knowledge & Experience
* Be a proficient user of Microsoft Office (Word, Excel, Access, PowerPoint).
* Advanced keyboard skills.
* Demonstrable experience of managing databases.
* Demonstrable experience of arranging large meetings and events with attendees in excess of 20 people.
* Good theoretical proven knowledge of effective administrative process.
* Proven knowledge of effective filing systems.
* Demonstrable experience in the use of iPM and other clinical systems.
* Proven awareness of ERS and demonstrable experience in its use.
* Meeting administration and minute taking.
Qualifications
* NVQ 3 in Business Administration or similar level of qualification, in a relevant subject or equivalent demonstrable experience.
* GCSE or equivalent qualifications in Mathematics and English.
* Excellent communication and interpersonal skills.
* Good levels of tact, negotiation and persuasive skills.
* The ability to work as part of a team or independently when required.
* To be able to work well within a busy working environment and maintain concentration.
* To manage own workload to meet deadlines.
* Ability to deal appropriately with sensitive and confidential information.
* Able to prioritise ensuring effective and efficient workload completion.
* Demonstrate excellent organisational and administrative skills.
* Methodical and reliable.
* Demonstrate a flexible and adaptable approach to work with a willingness to learn and develop role.
* Exhibits diplomacy and interpersonal skills with ability to interact with people of all levels and backgrounds.
* Professional approach.
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