Administrative Assistant

Plymouth Hospitals do; Plymouth; On-site; GBP 24,000 - 26,000; Part time

Job summary

An exciting opportunity awaits to join a dedicated Patient Access Team as an Administrative Assistant. This role involves providing comprehensive administrative support, ensuring effective training management, and contributing to service improvements. An established healthcare provider values innovation and teamwork, offering a supportive environment where your skills can shine. If you're looking to make a meaningful impact in healthcare administration and thrive in a collaborative setting, this is the perfect role for you.

Qualifications

• Proficient in Microsoft Office with advanced keyboard skills.
• Experience in managing databases and arranging large meetings.

Responsibilities

• Provide administrative support for the Clinical Admin Training Team.
• Ensure staff are updated on mandatory training requirements.
• Act as a point of contact for training enquiries.

Skills

Microsoft Office

Database Management

Communication Skills

Organizational Skills

Interpersonal Skills

Education

NVQ 3 in Business Administration

GCSE in Mathematics

GCSE in English

Tools

iPM

ERS

Job description

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Job Summary

An exciting opportunity has arisen to join the Patient Access Team, who are seeking to appoint an individual to provide comprehensive administrative support to all members of the team.

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

Main Duties of the Job

The Post Holder Will Be Required To:

• Provide administrative support for the Clinical Admin Training Team.
• Ensure all administrative staff are booked into their annual mandatory training and update the training record database as appropriate.
• Act as a point of contact for all training enquiries.
• Support projects on behalf of the Patient Access/Clinical Admin Training Team.
• Ensure effective and consistent diary management for the Clinical Admin Training Team.

About Us

We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment.

We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams.

Please note that all communication will be electronic, please check your email account regularly. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100.

Job Details

Date posted: 26 February 2025

Pay scheme: Agenda for change

Band: Band 3

Salary: £24,071 to £25,674 a year Per Annum, Pro Rata

Contract: Permanent

Working pattern: Part-time

Reference number: 216-LD-A6817305

Job locations: Derriford Hospital, Derriford Rd, Plymouth, PL6 8DH

Responsibilities

Primary Duties & Areas Of Responsibility:

• Provide support for the Clinical Admin Training Team/Patient Access Team.
• Ensure that staff are updated regarding their annual mandatory training.
• Liaise, negotiate and communicate with relevant people to ensure that processes are fit for purpose.
• Support day to day queries in relation to any training queries.
• Act as a Trust wide resource for the provision of advice around effective administrative processes.
• Participate in and support the training of relevant staff in standard process.
• Review current practice, as necessary and support changes to improve standards.
• Use own judgement and take appropriate action when dealing with all matters within the Patient Access office.
• Liaise with other professionals and departments using the appropriate level of knowledge and judgement in order to respond to queries and take necessary action.
• Contribute to service improvement/modernisation projects.
• Work as part of the team in developing processes within the department to meet the demands of a growing service.
• Participate in team and other meetings as required.
• Support the general administration of the team.
• Be able to multi-task and deal with a range of issues that can often disrupt the working day.
• Provide support in respect of project work responsibilities for the Patient Access/Clinical Administration Team.
• Support the day to day running of the ERS and deal with any queries or complaints as they arise.
• Regular attendance at meetings as required.
• Preparation of presentation material.
• Distribution of other policies and documentation as required.
• Assist with the implementation of audits around compliance with practice and the resulting collation of the resulting information.
• Assist with booking of meeting rooms and other support functions as required.
• Maintain and support accurate project management documentation to support the provision of information.
• Assist in the facilitation and arrangement of improvement and training events to support the objectives of the team.
• Keep an accurate and reliable record of all operational policies.
• Ensure appropriate filing systems are put into place and maintained.

General

To undertake any other duties as requested by the Head of Patient Access commensurate with the post.

Communications & Working Relationships

The post holder will need to demonstrate effective working relationships with staff at all levels, particularly with Staff, Training Department, Estates, NHSP, Directorate Managers, Senior Nursing Staff/Clinicians, external accreditation providers and the complaints department.

Note

This job description is neither definitive nor exhaustive and is not intended to be totally comprehensive. It may be reviewed in the light of changing circumstances following consultation with the post holder. This job description is to be read in conjunction with all current Plymouth Hospitals NHS Trust policies, procedures & guidelines.

Person Specification

Knowledge & Experience Essential:

• Be a proficient user of Microsoft Office (Word, Excel, Access, PowerPoint).
• Advanced keyboard skills.
• Demonstrable experience of managing databases.
• Demonstrable experience of arranging large meetings and events with attendees in excess of 20 people.
• Good theoretical proven knowledge of effective administrative process.
• Proven knowledge of effective filing systems.
• Demonstrable experience in the use of iPM and other clinical systems.
• Proven awareness of ERS and demonstrable experience in its use.
• Meeting administration and minute taking.

Qualifications Essential:

• NVQ 3 in Business Administration or similar level of qualification, in a relevant subject or equivalent demonstrable experience.
• GCSE or equivalent qualifications in Mathematics and English.

Aptitude & Abilities Essential:

• Excellent communication and interpersonal skills.
• Good levels of tact, negotiation and persuasive skills.
• The ability to work as part of a team, or independently when required.
• Ability to manage own workload to meet deadlines.
• Ability to deal appropriately with sensitive and confidential information.
• Able to prioritise ensuring effective and efficient workload completion.
• Demonstrate excellent organisational and administrative skills.
• Methodical and reliable.
• Demonstrate a flexible and adaptable approach to work with a willingness to learn and develop role.
• Exhibits diplomacy and interpersonal skills with ability to interact with people of all levels and backgrounds.
• Professional approach.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications.

Employer Details

Employer name: University Hospitals Plymouth NHS Trust

Address: Derriford Hospital, Derriford Rd, Plymouth, PL6 8DH

Employer's website: https://www.plymouthhospitals.nhs.uk/

Seniority Level

Entry level

Employment Type

Temporary

Job Function

Administrative

Industries

Hospitals and Health Care