Chestnut Unit Admin Assist - Urology

NHS; Plymouth; On-site; GBP 25,000; Full time

Job summary

A leading healthcare provider is seeking a dedicated support admin assistant to join their clinical team. The role involves providing comprehensive secretarial services, ensuring compliance with Trust policies, and supporting a busy clinical environment. Ideal candidates will have strong organisational skills and the ability to work independently. Opportunities for career development are available in a vibrant and supportive setting.

Qualifications

• Previous demonstrable clerical/admin experience.
• Experience with audio transcription and digital dictation.

Responsibilities

• Support the medical secretary in providing secretarial and administrative service.
• Assist with telephone enquiries and sorting incoming post.
• Undertake routine office duties including photocopying and filing.

Skills

Organisational skills

Communication

Time management

Accuracy

Education

GCSE A-C/4-9 in Maths and English

Tools

Word processors

Database packages

Spreadsheet packages

Audio transcription

Job description

Job summary

To provide a comprehensive support medical secretarial service to an allocated clinical area in an efficient and timely manner.

***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.***

Main duties of the job

To support the Chestnut team with:

Responsible to undertake the role of support admin assistant to an allocated clinical team.

Ensuring strict adherence and compliance to all Trust Policies and Procedures.

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 offer all of this in a vibrant, modern city with a historic reputation for adventure. 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. 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. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Details Date posted

16 May 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£24,169 a year Per Annum

Contract

Permanent

Working pattern

Full-time

Reference number

216-PL-S7055070

Job locations

University Hospitals Plymouth NHS Trust

Derriford

PLYMOUTH

PL6 8DH

Job description Job responsibilities

PRIMARY DUTIES & AREAS OF RESPONSIBILITY

1.Following introduction of voice recognition technology to ensure clinic letters are prepared for printing and distribution. Ensure all nurse led clinics are typed within the appropriate timeframe.

2. To support the medical secretary in providing secretarial and administrative service to an allocated clinical team.

3. Ensure accurate messages are taken for clinical team and delivered in timely manner.

4. Assist with telephone enquiries from patients, GPs and other agencies in a courteous and helpful manner. Refer to medical secretary for advice when appropriate.

5. Assist in sorting and dealing with incoming post and distributing as necessary.

6. Assist in providing administrative support to clinical team in respect of work relating to teaching, research, NHS medical reports, charities and publications, including arranging meetings, agendas and minutes.

7. Undertake routine office duties including note tracing, photocopying, faxing, filing of correspondence and results and maintenance of records when required.

8. Be versatile and adaptable to the demands of the team. Work without supervision and take the initiative as and when required.

9. Ensure effective communication with all members of a multi-disciplinary team.

10. Assist Administrator in the co-ordination of specialty in-patient and out-patient waiting lists within the framework of the Waiting List Management Policy .

11. Ensure comprehensive working knowledge of iPMS commensurate with role.

12. Ensure Choose and Book referral letters are processed and directed to appropriate appointment office in line with Administration Guidance Notes.

13. Ensure all hospital case notes arriving into and departing from the department are traced on iPMS (Information Patient Management System).

14. Required to cover admin and clerical colleagues during times of absence or increased workload as requested by line manager.

To carry out any other clerical duties as determined by the line manager

COMMUNICATIONS & WORKING RELATIONSHIPS

1. Receive and deal with confidential telephone enquiries from patients. To be able to take urgent action regarding patient complaints and notify appropriate supervisor.

2. Liaise with various departments and professionals within the hospital and outside agencies via verbal and written communication.

3. To be a team member within the department and able to multi skill within the various areas.

4. To work closely with other clerical staff within the directorate.

Work to the Trust values - Put patients first, Take ownership, Respect others, Be positive, Listen, learn and improve.

Adhere to Trust policies and procedures, e.g. Health and Safety at Work, Equal Opportunities etc.

Maintain personal and professional development to meet the changing demands of the job, participate in appropriate training activities and encourage and support staff development and training.

Attend statutory, essential and mandatory training.

Respect the confidentiality of all matters relating to their employment and other members of staff. All members of staff are required to comply with the requirements of Data Protection Legislation.

Comply with the Corporate Governance structure in keeping with the principles and standards set out by the Trust.

Comply with the codes of professional conduct set out by the professional body of which registration is required for the post.

Ensure they are familiar with the Risk Management Framework, follow policies, procedures and safe systems of work, make known any hazards or risks that they identify and take all necessary actions to reduce risk.

Ensure the welfare and safety of children within their care. This includes staff who come into contact with children and families in the course of their work as well as those staff who have a specific role with children and families.

Ensure they attend Child Protection training at the appropriate level within the specified time frame.

Staff must comply with Safeguarding Policies and Procedures in order to promote safeguarding and prevent abuse to vulnerable people using Trust services.

Maintain the prevention and control of infection and fully comply with all current Trust Infection Control policies and procedures.

Take responsibility for any records that they create or use in the course of their duties, in line with the Public Records Act and be aware that any records created by an employee of the NHS are public records and may be subject to both legal and professional obligations.

Job description Job responsibilities

PRIMARY DUTIES & AREAS OF RESPONSIBILITY

1.Following introduction of voice recognition technology to ensure clinic letters are prepared for printing and distribution. Ensure all nurse led clinics are typed within the appropriate timeframe.

2. To support the medical secretary in providing secretarial and administrative service to an allocated clinical team.

3. Ensure accurate messages are taken for clinical team and delivered in timely manner.

4. Assist with telephone enquiries from patients, GPs and other agencies in a courteous and helpful manner. Refer to medical secretary for advice when appropriate.

5. Assist in sorting and dealing with incoming post and distributing as necessary.

6. Assist in providing administrative support to clinical team in respect of work relating to teaching, research, NHS medical reports, charities and publications, including arranging meetings, agendas and minutes.

7. Undertake routine office duties including note tracing, photocopying, faxing, filing of correspondence and results and maintenance of records when required.

8. Be versatile and adaptable to the demands of the team. Work without supervision and take the initiative as and when required.

9. Ensure effective communication with all members of a multi-disciplinary team.

10. Assist Administrator in the co-ordination of specialty in-patient and out-patient waiting lists within the framework of the Waiting List Management Policy .

11. Ensure comprehensive working knowledge of iPMS commensurate with role.

12. Ensure Choose and Book referral letters are processed and directed to appropriate appointment office in line with Administration Guidance Notes.

13. Ensure all hospital case notes arriving into and departing from the department are traced on iPMS (Information Patient Management System).

14. Required to cover admin and clerical colleagues during times of absence or increased workload as requested by line manager.

To carry out any other clerical duties as determined by the line manager

COMMUNICATIONS & WORKING RELATIONSHIPS

1. Receive and deal with confidential telephone enquiries from patients. To be able to take urgent action regarding patient complaints and notify appropriate supervisor.

2. Liaise with various departments and professionals within the hospital and outside agencies via verbal and written communication.

3. To be a team member within the department and able to multi skill within the various areas.

4. To work closely with other clerical staff within the directorate.

Work to the Trust values - Put patients first, Take ownership, Respect others, Be positive, Listen, learn and improve.

Adhere to Trust policies and procedures, e.g. Health and Safety at Work, Equal Opportunities etc.

Maintain personal and professional development to meet the changing demands of the job, participate in appropriate training activities and encourage and support staff development and training.

Attend statutory, essential and mandatory training.

Respect the confidentiality of all matters relating to their employment and other members of staff. All members of staff are required to comply with the requirements of Data Protection Legislation.

Comply with the Corporate Governance structure in keeping with the principles and standards set out by the Trust.

Comply with the codes of professional conduct set out by the professional body of which registration is required for the post.

Ensure they are familiar with the Risk Management Framework, follow policies, procedures and safe systems of work, make known any hazards or risks that they identify and take all necessary actions to reduce risk.

Ensure the welfare and safety of children within their care. This includes staff who come into contact with children and families in the course of their work as well as those staff who have a specific role with children and families.

Ensure they attend Child Protection training at the appropriate level within the specified time frame.

Staff must comply with Safeguarding Policies and Procedures in order to promote safeguarding and prevent abuse to vulnerable people using Trust services.

Maintain the prevention and control of infection and fully comply with all current Trust Infection Control policies and procedures.

Take responsibility for any records that they create or use in the course of their duties, in line with the Public Records Act and be aware that any records created by an employee of the NHS are public records and may be subject to both legal and professional obligations.

Person Specification Qualifications Essential

• Educated to GCSE A-C/ 4-9 in Maths and English or equivalent standard of qualification or equivalent demonstrable experience

Desirable

• Typing to OCR level 2(or above) standard or equivalent

Knowledge and Experience Essential

• Previous demonstrable clerical/admin experience
• Previous demonstrable experience in the use of word processors/data base/spreadsheet packages.
• Demonstrable experience of audio transcription
• Excellent organisational skills

Desirable

• Previous demonstrable NHS experience
• Previous demonstrable experience in a trainee support/medical secretary role
• Demonstrable experience in using digital dictation or voice recognition software

Aptitude and Abilities Essential

• Ability to work calmly and methodically when in a busy working environment with a busy and varied workload
• Good communication and interpersonal skills
• Ability of work on own initiative but also as a member of a team demonstrating the ability to work unsupervised within stated guidelines
• Time management skills
• Accuracy

Desirable

• Proven understanding the Trust's waiting list policy within the work place

Person Specification Qualifications Essential

• Educated to GCSE A-C/ 4-9 in Maths and English or equivalent standard of qualification or equivalent demonstrable experience

Desirable

• Typing to OCR level 2(or above) standard or equivalent

Knowledge and Experience Essential

• Previous demonstrable clerical/admin experience
• Previous demonstrable experience in the use of word processors/data base/spreadsheet packages.
• Demonstrable experience of audio transcription
• Excellent organisational skills

Desirable

• Previous demonstrable NHS experience
• Previous demonstrable experience in a trainee support/medical secretary role
• Demonstrable experience in using digital dictation or voice recognition software

Aptitude and Abilities Essential

• Ability to work calmly and methodically when in a busy working environment with a busy and varied workload
• Good communication and interpersonal skills
• Ability of work on own initiative but also as a member of a team demonstrating the ability to work unsupervised within stated guidelines
• Time management skills
• Accuracy

Desirable

• Proven understanding the Trust's waiting list policy within the work place

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. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Additional information 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. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details Employer name

University Hospitals Plymouth NHS Trust

Address

University Hospitals Plymouth NHS Trust

Derriford

PLYMOUTH

PL6 8DH

Employer's website

https://www.plymouthhospitals.nhs.uk/ (Opens in a new tab)

Employer details Employer name

University Hospitals Plymouth NHS Trust

Address

University Hospitals Plymouth NHS Trust

Derriford

PLYMOUTH

PL6 8DH

Employer's website

https://www.plymouthhospitals.nhs.uk/ (Opens in a new tab)