Administrative Assistant
1 month ago
About the Role
We are seeking an experienced and organized Administrative Assistant to join our team at University Hospitals Plymouth NHS Trust. As an Administrative Assistant, you will provide comprehensive administrative support to our clinical team, ensuring the smooth operation of our department.
Key Responsibilities
- Provide administrative support to the clinical team, including preparing clinic letters, managing patient records, and coordinating appointments.
- Assist with telephone enquiries from patients, GPs, and other agencies, providing excellent customer service and referring to medical secretaries as necessary.
- Sort and distribute incoming post, ensuring timely and accurate delivery.
- Request notes from other departments for upcoming appointments and maintain accurate records.
- Provide cover on reception in the Chestnut unit as required, demonstrating versatility and adaptability in a busy working environment.
- Ensure effective communication with all members of the multi-disciplinary team, promoting a positive and collaborative working environment.
- Assist the Administrator in coordinating specialty in-patient and out-patient waiting lists within the framework of the Waiting List Management Policy.
- Develop a comprehensive working knowledge of iPM, ensuring accurate and efficient management of patient records.
- Process Choose and Book referral letters, directing them to the appropriate appointment office in line with Administration Guidance Notes.
- Trace hospital case notes arriving into and departing from the department on iPM, ensuring accurate and up-to-date records.
- Cover administrative and clerical colleagues during times of absence or increased workload, as requested by the line manager.
- Register patients and make up sets of notes, ensuring accurate and timely completion.
- Accurately record the coding of appointments on iPM, maintaining accurate and up-to-date records.
Person Specification
Essential
- GCSEs 9-4 (A-C) in Maths & English and NVQ level 2 in either business administration or a related subject, or equivalent demonstrable experience.
Desirable
- Typing to OCR 2 (or above) standard or equivalent.
- Previous clerical/admin demonstrable experience of Microsoft packages, such as Word and Excel.
- Demonstrable experience of audio transcription.
- Excellent organizational skills.
Aptitude & Abilities
Essential
- Good communication and interpersonal skills.
- Ability to work calmly and methodically in a busy working environment, completing a busy and varied workload.
Desirable
- Understanding of the Trust's waiting list policy within the workplace.
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