Administration Assistant - Planned Care Assessment Unit

NHS; Plymouth; On-site; GBP 20,000 - 30,000; Full time

Job summary

Join a dedicated team at a forward-thinking organization focused on patient care and administrative excellence. As an Administration Assistant in the Planned Care Assessment Unit, you will play a vital role in supporting clinical staff while managing patient interactions and appointments. This position offers a unique opportunity to contribute to a vibrant healthcare environment where your organizational skills and attention to detail will shine. With a commitment to innovation and career development, you will thrive in a supportive setting that values every staff member. If you are passionate about making a difference in patient care, this role is for you.

Benefits

Flexible Working Requests

Career Development Opportunities

Supportive Work Environment

Qualifications

• Demonstrable experience in administration and clerical work.
• Proven knowledge of the iPM system and receptionist experience.

Responsibilities

• Manage case notes and ensure patient medical records are accurate.
• Book and reschedule appointments while maintaining communication with patients.
• Adhere to Trust policies on patient confidentiality and Health and Safety.

Skills

Administration

Clerical Work

Receptionist Skills

Organizational Skills

Confidentiality Principles

Education

GCSE in English

GCSE in Maths

Tools

iPM System

Job description

Administration Assistant - Planned Care Assessment Unit

The post holder will perform two main roles: receptionist and appointment booking clerk for the Planned Care Assessment Unit. They will provide administrative support to clinical staff within the unit, attend patient clinic appointments, and book follow-up appointments. Additionally, they will assist with clinical inquiries, filing, and other administrative tasks.

Main duties of the job

To provide clerical services to patients attending the Planned Care Assessment Unit and support staff within the unit while managing the reception area.

To collaborate with staff across other areas of the directorate and Trust to facilitate a streamlined service for patients.

Note: Preference will be given to internal Trust staff, including 'Priority' and 'At Risk' status, and NHS At Risk staff across Devon with relevant recent experience as per the Person Specification.

About us

We are a people-focused organization where every staff member matters. Patients are central to our work. Joining University Hospitals Plymouth NHS Trust means becoming part of a dedicated team committed to innovation, clinical excellence, and excellent customer care. We offer career development opportunities in a vibrant, modern city with a rich history. Please note that all communications will be electronic. For application support or reasonable adjustments, contact the recruitment team at 01752 432100. We support flexible working requests and encourage diverse applicants. Vacancies may close early; if you haven't heard within four weeks of the closing date, please assume you were not shortlisted.

Job responsibilities

• Adhere to Trust policies on patient confidentiality, Health and Safety, and administrative guidance.
• Manage case notes, including requesting, tracing, collecting, and distributing for appointments or admissions, ensuring accurate tracking.
• Ensure patient medical records are complete and accurate for clinical, nursing, and management needs.
• Provide timely and accurate communication to patients regarding their assessments and related services.
• Maintain effective communication channels with other departments, including answering calls, taking messages, handling emails and faxes, photocopying, and managing post.
• Arrange patient transport as needed.
• Report incidents, complaints, or issues to the Administration Manager.
• Check patient details on the hospital system (iPM) upon arrival.
• Log patient throughput and process appointment outcomes on iPM.
• Book and reschedule appointments in pre-assessment, anaesthetic, and testing clinics.
• Distribute case notes post-clinic.
• Place patients on inpatient/day case waiting lists with accurate coding after assessments.
• Handle appointment bookings and rebookings, including non-attendance issues.
• Respond appropriately to calls from patients, GPs, and other agencies, within Trust guidelines.
• Perform additional duties as assigned by the Administration Managers, including cover for sickness and leave.

For further details, see attached JD & PS.

Person Specification

Knowledge & Experience

• Demonstrable experience in administration, clerical work, or pre-assessment roles.
• Keyboard skills.
• Proven knowledge of the iPM system.
• Receptionist experience.

Qualifications

• GCSE grades 4-9 (A-C) in English and Maths or equivalent experience.

Aptitude & Abilities

• Excellent organizational skills and the ability to prioritize tasks.
• Understanding of confidentiality principles.

Disclosure and Barring Service Check

This role requires a DBS check under the Rehabilitation of Offenders Act (Exceptions Order) 1975.