Admin Assistant

University Hospitals Coventry and Warwickshire (UHCW) NHS Trust; Plymouth; On-site; GBP 20,000 - 25,000; Full time

Job summary

A healthcare provider in Plymouth is seeking a Clerical Officer to provide administrative support within the Planned Care Assessment Unit. Responsibilities include booking appointments, managing patient communications, and assisting clinical staff. Ideal candidates should have relevant experience and strong communication skills. This role offers a chance to work closely within a healthcare setting and contribute to patient care.

Qualifications

• Preferably recent relevant experience as dictated by the Person Specification.
• Familiarity with hospital information systems (iPM).
• Strong communication skills for effective patient interaction.

Responsibilities

• Book follow-up appointments for the Planned Care Assessment Unit.
• Provide clerical support to patients and staff.
• Assist with case note management and ensure accurate patient document tracking.
• Log patient communications and manage appointment outcomes.

Job description

Overview

A Clerical Officer / appointment booking clerk is required for the Planned Care Assessment Unit. The post holder will provide admin support to the clinical staff within the Pre-Operative Assessment Unit and book follow-up appointments. The post holder will also assist with clinical enquiries, filing and other associated administrative tasks. Preference will be given to internal Trust staff, as well as Priority and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification. To book follow-up appointments for the Orthopaedic Planned Care Assessment and provide clinical notes for Consent appointments. To provide a clerical service to the patients attending the Planned Care Assessment Unit and for members of staff working within the Planned Care Assessment Unit. To work in collaboration with staff in other areas of the directorate and Trust to facilitate a streamlined service for the patient.

Responsibilities

• Book follow-up appointments for the Planned Care Assessment Unit (Orthopaedic) and provide clinical notes for Consent appointments.
• Provide clerical support to patients attending the Planned Care Assessment Unit and to staff working within the unit.
• Assist with clinical enquiries, filing and other administrative tasks as required.
• Maintain effective communication with other departments to facilitate a streamlined service for patients.
• Assist with case note management, ensuring accurate patient document tracking and preparation of medical records as needed by clinical, nursing and management staff.
• Record and manage patient communications (written and verbal), including telephone calls, messages, e-mails and faxes.
• Log throughput of patients through the clinic and process appointment outcomes in the hospital information system (iPM).
• Place patients onto waiting lists for inpatient/day case procedures following pre-operative assessment with accurate coding.
• Book pre-assessment appointments and rearrange or action as needed if patients do not attend.
• Handle distribution of case notes post-appointment and arrange transportation for patients as required.
• Raise issues to the Administration Manager when untoward incidents or problems occur.
• Receive and depart patients attending the clinic and verify details on iPM.
• Perform other duties within the Unit as required by Administration Managers (Intensive Care and Planned Care Assessment), including cover for sickness and annual leave.

Communications & Working Relationships

• Patients, relatives and visitors
• Planned Care Assessment nursing and clerical teams
• Directorate Support Manager
• Planned Care Assessment Supervisor
• Medical secretaries
• Medical staff
• Surgical wards
• Other

Physical & Mental Effort

There will be a combination of sitting, standing and walking. The post-holder will frequently lift piles of notes for short periods and transport notes using a trolley. The post-holder may sit in a confined workspace using a VDU.

Mental effort involves a frequent requirement for concentration with regular interruptions when dealing with patients/relatives at the reception desk, retrieving/altering information on the VDU, and responding to patient and staff demands as required.

Policies & Compliance

Be familiar with and adhere to PHNT policies and procedures with particular regard to patient confidentiality, Health and Safety and Administrative Guidance Notes.

Additional Notes

Please note that applications from temporary workers who have been engaged with the Trust for a minimum of 3 months are welcome.

For further information please see attached JD&PS. LNKD1_UKTJ