Receptionist / Admin Assistant

Torbay and South Devon NHS Foundation Trust

Reception and Admin Assistant - Band 2 - Permanent

Endoscopy Department, Planned Care ISU, Torbay Hospital

1 post available - Hours to be confirmed - will include weekends on a rota'd basis.

An exciting opportunity has become available for an enthusiastic person to join our admin team within the Endoscopy Department at Torbay Hospital. This post may also include working on another site within Torbay Hospital.

Our Receptionist/Admin Assistant will have customer care experience, experience of working with patient records and using hospital systems, such as IHCS, e-referral, infoflex, CRIS and Microsoft applications.

Duties will include working on the reception desk, keeping patient records and databases up to date, liaising with patients and other medical staff both face to face and by telephone. We would expect the candidates to have proven relevant experience of working in a similar role.

If you are a good communicator and can work both independently and as part of a team we would like to hear from you.

Main duties of the job

• To be able to work as part of the reception and prepping team, working collaboratively and with respect.
• Receive patients on arrival and record their attendance - this will require tact and empathy in dealing with matters of a sensitive nature or with verbal aggression.
• To register patients on computer system in accordance with Trust Policy.
• Ensure all necessary case notes are available, prepared appropriately and that they are tracered accurately.
• To tracer all patient notes immediately and with accuracy.
• To ensure the systems of managing appointments for patients who have failed to attend (DNA's) are in accordance with the Trust DNA policy.
• To use the Endoscopy Booking system (EMS) and other trust systems appropriately.
• To ensure that the answerphone messages are listened to and dealt with frequently throughout the day.
• Answer telephone enquiries in an efficient manner and ensure appropriate follow through using initiative to deal with routine enquiries.
• To be able to deal with patients and parents/carers who may have significant medical problems.
• To wear the Patient Administration Uniform in accordance with Trust policy.
• To adhere to the Trust's policy on confidentiality.
• To be aware and update knowledge of hospital policies and procedures from the Trust's intranet.
• To be responsible for own knowledge of the Trust's and Departmental Health & Safety Policy and Risk Register.
• Any other clerical duties which may be necessary.

About us

The Endoscopy unit has 9 Consultant Gastroenterologists and 15 Consultant surgeons; their workload includes Endoscopy, clinics and general ward cover.

The Endoscopy unit is very busy and the admin 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 Endoscopy unit.

Job responsibilities

• Good standard of general education to include GCSE in Maths and English or equivalent.
• Experience of administrative duties.
• Good interpersonal skills.
• Deal with patient requests and complaints.

Please refer to your suitability to the post in your supporting information from the role requirements or person specification.

Person Specification

Qualifications and Training

• Good standard of general education to include GCSE in Maths and English or equivalent.

Knowledge and Skills

• Experience in a face to face customer service role.
• Experience in administrative duties.
• Ability to work on own initiative and prioritise own workload.
• Ability to work as part of a team.
• Experience working with emails, spreadsheets and Microsoft packages.
• Good interpersonal skills.
• Able to communicate effectively.
• Knowledge of trust and patient admin and information systems.
• Understanding of patient tracking lists (PTL).

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.

Employer name

Torbay and South Devon NHS Foundation Trust