Receptionist and Support Administrator

To provide administrative support to Tavistock Hospital and Tavistock clinic. Key responsibilities included, the booking, and prepping of Outpatient clinics as well as providing efficient reception duties. The job holder will be required to work predominantly within Tavistock Hospital but will be required to cover the same level of work in Tavistock Clinic at the request of the Tavistock Admin manager, when required to cover sickness, annual leave, or times of operational pressure.
Working from 7:00am to 5:00pm Monday, Tuesday and Wednesday and 7:00 to 4:30 on a Friday weekly, with 30-minute lunch breaks.
Available as a fixed term contract or secondment opportunity. (With current line manager's agreement).
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 ensure the reception area runs efficiently and to provide a high level of customer service to service users. Ensuring all Outpatient clinics booked by the Tavistock admin team are full utilised and patient hospital notes are available in a timely manner for clinic. Booking future appointments at the request of Service users, analysis with parents to ensure they are able to attend.
To admit patients to the Minor Injuries unit. Escalating any manor emergencies to the medical team.
Arriving all Theatre patients from 7am daily., 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., 1. The post holder would be trained on the job through a combination of instruction and practice and by attending Patient Case note, Information Governance and iPM training.
2. To ensure that a clear understanding is obtained surrounding data quality and data protection and be able to work to this guidance.
3. To ensure the patient's details are up to date on both the computer system and update front sheets and labels of Health Record Folder notes as necessary.
4. To ensure all Hospital case notes are traced in and out of the department for accuracy.
5. Deal with incoming and outgoing mail. Signing for deliveries as and when required.
6. Provide non clinic information to service users, face-to-face or via the telephone (eg appointment information and dealing with general enquires within their job expectations)
7. Booking Outpatient appointments within the next 6 weeks and adding others to the relevant waiting list with accuracy and minimal DQ errors.
8. To organise the collection of Confidential waste
9. Booking patients into the Minor Injuries unit. Obtaining relevant and detailed information to allow for accurate triaging by the MIU Medical staff.
10. To provide full administrative cover to meet the demands of the service users. always working on the reception desk, meeting and greeting visitors, using iPM and other computer systems and software to arrive, depart and book future outpatient appointments as requested.
11. To work in line with UHP administrative policies and procedures to ensure patients are efficiently seen within their target due dates and processes associated to this are always obtained. Referring to UHP APNs and attending annual update training.
12. Uses initiative to complete a variety of administrative tasks which are routine and on occasions can be complex.
PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY INCLUDING YOUR JUNK FOLDER.
If you need support with the online application process or require reasonable adjustments with the application and/or interview process please contact the Recruiting Manager for this post.
We recognise that work life balance is important for our colleagues and so we invite requests from applicants about less than full time/flexible working for our advertised roles. We recommend contacting the manager of the role prior to applying and we commit to giving requests full consideration.
We welcome and encourage applicants who identify with all protected characteristics to apply for our roles. We believe that diversity strengthens our teams and improves our patients' experience. At UHP we aim to create an inclusive workplace and hospital where everyone feels they belong and included.
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.
Providing false information is an offence & could result in the application being rejected or summary dismissal/police action if an applicant is successful.
Please note that if you are successful in your application & accept the position you agree that the Staff Health and Wellbeing Department can access your health records from your current/previous employer in order to check the status of your inoculations & screening tests. This is an automated process & the information will only be used for these purposes prior to your taking up the position with us.
For Doctors Roles:
Unsolicited CVs and Candidate Profiles/Details
University Hospitals Plymouth has a commitment to sourcing candidates directly and as such we do not accept speculative CVs from agencies.
We do, however, work with a defined list of preferred HTE Framework suppliers who may be invited to support us in sourcing candidates for particular roles.
In line with our preferred supplier list, we only pay agency fees where we have a signed agreement in place and an agency has been instructed by a member of the Trust's Medical Workforce team.
We do not pay agency fees where speculative and unsolicited CVs are submitted to the Trust or Trust employees by any other means than the official route above. Where this is not observed the Trust reserves the right to contact these candidates directly and initiate discussions without payment of any agency fee.
Any candidate details (whether written or spoken) or CVs that are referred directly will not constitute an introduction. The Trust will under no circumstances be responsible for any recruitment fees in relation to these contacts.
Submission of any unsolicited CVs, candidate's details and/or proposals to the Trust will not be considered further and will be deemed evidence of full and unlimited acceptance of this Agency Protocol.
In order to establish and maintain good working relationships with the Trust's agency suppliers, we ask that this Protocol is adhered to and thank you for your co-operation.

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 manager for this post who will put you in touch with the recruitment team. We recognise that work life balance is important for our colleagues and so we invite requests from applicants