Admin Assistant - Head and Neck
Torbay and South Devon NHS Foundation TrustJob overview
We are looking for an enthusiastic member of staff to join our existing secretarial team within the Head and Neck Department, as an Admin Assistant. This post is fixed term, with the possibility of becoming permanent.
This is an exciting time to join the Trust as we transition over to an Electronic Patient Record. Due to these upcoming and exciting changes, there may be the opportunity for additional flexibility within the role.
You will be part of a supportive admin team, collaborating closely with clinicians to ensure efficient service delivery and a positive patient experience.
The ideal candidate will have proven admin experience and be able to provide excellent customer care. With the introduction of Electronic Patient Record, the post will consist of proof reading and finalising clinical correspondence. Audio typing is currently used throughout the Trust and will be part of the role until the transition takes place.
We will provide training for our patient records systems and the hospital databases, such as PAS and e-Referral system. Experience of using Microsoft applications would be advantageous.
We would expect the candidate to have proven relevant experience of working in a similar role but training is provided.
If you are a good communicator and can work both independently and as part of team, we would like to hear from you.
Advert
- To type clinical and non-clinical correspondence and reports in accordance within local targets.
- To use the relevant IT systems to register patients, transfer medical records, input clinical letters as required.
- To undertake a variety of office duties, such as filing, opening and distributing post, photocopying, moving and lifting of patient notes to ensure the efficient and effective support to the department.
- To comply with the Trust’s Patient Access Policy and Standard Operating Procedures.
- To ensure that all results/reports/ correspondence are filed in line with Health Records standards.
- To enter Referral to Treatment (RTT) pathway events accurately.
- Ensuring all clinic outcomes have been recorded accurately, and complete or amend any that have not.
- Ensuring a Patient Pathway Identifier (PPI) is correctly allocated to any event booked on PAS
- Ensuring that the review status is updated
- Responsible for entering further RTT codes as required:
- Discharged on receipt of reports
- Treated after appointment
- Escalate to the Admin Team Leader any anomalies or concerns
- To ensure Inter Provider Transfers (IPT) are completed and updated.
- To ensure that e-Referral work lists are actioned daily.
- To provide cover for the other members of the secretarial and administration team, as required.
Working for our organisation
The Head and Neck Department consists of Ear, Nose and Throat, Oral and Maxillofacial Surgery, Orthodontics, Restorative Dentistry and Plastic Surgery.
The Head and Neck service is very busy and the secretarial team is key to ensure things run smoothly and efficiently. It is therefore imperative that each member of the team works well under pressure and as a team player but equally as important that they are able to work independently and prioritise workload effectively.
One of the main rewards of this role is knowing you have made a difference and enhanced a patient’s experience within the department.
For an informal discussion please contact: Olivia Taylor
Detailed job description and main responsibilities
- To work closely with all grades of clinical and administrative staff, along with other employees within the Trust. To liaise with patients, GP’s and other external agencies
- To prioritise work load
- Ensure patients are put at the heart of the service
Please refer to your suitability to the post in your supporting information from the role requirements or person specification.
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. 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. Step into Health guidance can be found on our NHS Employers website.
- 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.