Job vacancy: Administrative Assistant, University Hospitals Plymouth NHS Trust, Plymouth

Job summary

Main area: Admin & Clerical
Grade: NHS AfC: Band 2
Contract: Fixed term: 12 months (Maternity cover)
Hours: Full time - 37.5 hours per week (Mon-Fri)
Job ref: 216-LH-A7170432

Employer: University Hospitals Plymouth NHS Trust
Employer type: NHS
Site: Brittany House
Town: Plymouth
Salary: £24,169 £24,169 Per Annum
Salary period: Yearly
Closing: 15/05/2025 23:59

Administrative Assistant

NHS AfC: Band 2

Detailed job description and main responsibilities

1. Entering patients details on both CRIS and iPM systems.

2. Sorting referral cards and letters from GP’s, consultants and other medical staff.

3. Booking and rearranging outpatient appointments.

4. Dealing with alterations and short notice cancellations of lists and notifying appropriate staff and patients

5. To receive all incoming post and process in a timely manner, and ensure all outgoing post is similarly processed.

6. Optimise opportunities for sessions to go ahead by arranging alternative cover, when problems arise.

7. Liaise with all levels of medical staff to ensure the effective and efficient running of lists.

8. Advise patients and medical staff on special procedures and preparations required to ensure a successful examination.

9. Dispatching appointment letters ensuring all relevant information and leaflets are included.

10. Tracing notes on the iPM system.

For further details please see the attached JD & PS

Person specification

Knowledge & Experience

Essential criteria

Previous demonstrable experience within a similar role.

Desirable criteria

Previous NHS experience.
Experience in working with the general public. Experience of CRIS
Experience of CRIS

Qualifications

Essential criteria

NVQ Level 2 in Business Admin
GCSE in Maths and English, level 4-9 (A-C) or equivalent standard
Equivalent demonstrable experience

Aptitudes & Abilities

Essential criteria

Good communication skills, written and verbal, with the ability to demonstrate fluency, clarity and effectiveness at all levels.
Computer Literate
Keyboard skills

Desirable criteria

Understanding the Trust waiting list policy within the workplace.

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.