Job vacancy: Administrative Assistant, Torbay and South Devon NHS Foundation Trust, Torquay

Job summary

Main area: Administration and Clerical
Grade: NHS AfC: Band 2
Contract: Fixed term: 12 months
Hours: Part time - 18.5 hours per week
Job ref: 388-6151185-A&C

Employer: Torbay and South Devon NHS Foundation Trust
Employer type: NHS
Site: Hengrave House, Torbay Hospital
Town: Torquay
Salary: £22,383 per annum/pro rata
Salary period: Yearly
Closing: 09/07/2024 23:59

Administrative Assistant

NHS AfC: Band 2

Detailed job description and main responsibilities

This position requires empathy and tact when dealing with patients that may be angry or upset regarding any aspect of their care
Communicate effectively in writing and verbally with: Internal
Consultants
Nursing staff
Medical Personnel
Admin and Clerical staff
Ancillary Staff
Management
Across the trust External
Patients and Carers
Members of the general public
GP practices
Other hospitals both in and out of the district
Locum medical agencies
To act with professionalism and integrity, being a role model to those around and ensuring everyone has an equal opportunity
Tracering of patient notes accurately and in a timely manner
Prioritising work in a busy environment

To type clinical and non-clinical correspondence and reports in accordance within local targets
To undertake a variety of office duties, such as monitoring and dealing with emails received via varied email accounts, filing, opening and distributing post, photocopying, support where necessary
To manage the choose and book system, data inputting, moving and lifting of patient notes to ensure the efficient and effective support to the department

To accurately deal with E- referrals and email to the relevant Consultant and action daily
To comply with the Trust’s Patient Access Policy and Standard Operating Procedures
To ensure that all results/reports/correspondence are filed accurately & efficiently in the case notes as required, in line with Health Records standards
To answer telephone enquiries in an efficient manner and ensure appropriate follow through using initiative to deal with routine enquiries
To notify the designated person in order to maintain adequate stationery supplies
To provide cover for the other members of the secretarial and administration team, and other Long-Term Conditions administration teams as required
To use the relevant IT systems to register patients, transfer medical records, input clinical letters and care planning summaries, as required

To enter Referral to Treatment (RTT) pathway events accurately
To ensure that all clinical and non-clinical correspondence is typed within local targets, using the Infoflex system. (Audio and copy typing)
Ensure appropriate follow up is actioned i.e. outpatient appointments, investigations, patients added to waiting lists, referrals to other departments etc.
To identify areas for service improvement and support implementation
To enter, monitor and update all aspects of the Referral to Treatment (RTT) pathway events accurately and ensure Inter Provider Transfers (IPT) are completed and updated
Review statuses are to be updated at every patient interaction
Escalate to the Admin Team Leader any anomalies or concerns that arise

Person specification

Essential

Essential criteria

Good standard of education to include GCSE in Maths and English or equivalent
Typing at a level of speed & accuracy
Customer care experience of providing a customer focused service
Ability to effectively use the Microsoft Office software (Word, Excel, PowerPoint)
Attention to detail

Desirable criteria

Medical Secretary/NHS experience
Knowledge and experience of the Trust patient administrative and information systems
Understanding of Referral to Treatment Pathways

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, 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. Please apply promptly
Please read the job description and tailor your application to reflect the role
Correspondence will be via Trac, text and email. Please 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 assist us in 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.