Main area Admin & Clerical Grade NHS AfC: Band 2 Contract Permanent Hours Part time - 16 hours per week (Covering Monday to Sunday, inclusive of bank holidays and weekends. Service opens 8am to 8pm.) Job ref 388-6758033-A&C
Employer Torbay and South Devon NHS Foundation Trust Employer type NHS Site Newton Abbot Hospital Town Newton Abbot Salary £23,615 per annum Salary period Yearly Closing 17/03/2025 23:59
Admin Support, Newton Abbot Hospital
NHS AfC: Band 2
Job overview
Join our team at Newton Abbot Hospital and take on a dynamic position that involves providing support across various departments.
This role requires the ability to prioritise tasks, manage conflicting demands, and maintain a high level of organisation. It is important you excel in customer service handling inquiries through face-to-face interactions, emails, and phone calls.
Flexibility is key, as the position involves working rotating shifts from 8 am to 8 pm, including weekends and bank holidays.
If you thrive in a fast-paced environment and enjoy working collaboratively with a diverse team, this position is perfect for you. Apply now to be a part of our warm and welcoming team!
Main duties of the job
* Offer administrative support across various areas within Newton Abbot Hospital including:
o Outpatient Reception
o The Urgent Treatment Centre Reception
o Teign and Templer Ward
o The Planned Infusion Unit and the A&C Back Office
* General reception/admin duties including greeting patients, liaising with clinical teams to ensure efficient and effective service throughout each department, offering excellent customer service to patients, colleagues, and visitors to the organisation.
Working for our organisation
Our administrative team takes great pride in their work and collaborates well to offer fantastic support to the wider teams working from Newton Abbot Hospital.
We work with many specialties throughout the organisation, adding to the diversity and breadth of this role.
The focus is on excellent customer service to all, supporting our colleagues while maintaining a sense of humour alongside a professional nature.
The building itself boasts light and airy spaces and is well-maintained, contributing to the positive working environment at the Hospital.
Detailed job description and main responsibilities
* Communicate with a wide range of staff and clients, in person, by telephone and electronically.
* Receive all visitors courteously, efficiently, and friendly.
* Provide excellent customer care in a calm and professional manner to patients and relatives who may be anxious and distressed.
* Pro-actively manage correspondence such as emails, post, and telephone calls in line with Trust standards.
* Assist with non-medical enquiries within the remit of the role, ensuring all non-routine and medical enquiries are referred to the appropriate person.
* Prioritise workload effectively and manage conflicting demands in a high-pressure environment.
* Use multiple computer systems as required within the department such as IHCS (PAS), CRIS, InfloFlex, and Symphony.
* Ensure accurate and up-to-date patient details are maintained on patient information IT systems.
* Maintain health records and patient files in line with Trust Health Records Policy.
* Respond to complaints or concerns where appropriate, escalating to Line Manager if unable to resolve.
* Comply with GDPR and follow all Trust policies and procedures.
* Follow Standard Operating Procedures for the department.
* No budgetary control but awareness of effective use of resources.
* No staff supervision but you may be required to mentor new starters.
* Significant use of Display Screen Equipment.
Person specification
Qualifications and training
* Educated to GCSE level A-C.
* Qualification in Customer Care.
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 system.
* Knowledge of CRIS system.
* Knowledge of Symphony system.
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 of an NHS or healthcare environment.
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 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. We have a ‘Staff Carers’ policy which includes flexible working where possible and a Carer’s Passport scheme that links you into support and discounts.
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 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. Please ensure you check your email and Trac account regularly.
* 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.
* 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 (staff, patient, or public) will receive less favourable treatment on the grounds of the nine protected characteristics as governed by the Equality Act 2010. If you require support you can obtain this from our Equality Business Forum which has representatives from all protected groups.
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 as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
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