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

Job summary

Main area: Administrative assistant
Grade: NHS AfC: Band 2
Contract: Permanent
Hours: Full time - 37.5 hours per week
Job ref: 216-SI-S7382765

Employer: University Hospitals Plymouth NHS Trust
Employer type: NHS
Site: University Hospitals Plymouth NHS Trust
Town: Plymouth
Salary: £24,465 Per Annum
Salary period: Yearly
Closing: 25/08/2025 23:59

Admin Assistant

NHS AfC: Band 2

Detailed job description and main responsibilities

Be familiar with and adhere to PHNT policies and procedures with particular regard to patient confidentiality, Health and Safety and Administrative Guidance Notes.

Case note management including:

Requesting, tracing, collecting and distributing case notes for planned care assessment appointments or admission and ensuring accurate patient document tracking.

Ensuring that patients’ medical records are fully and accurately prepared in accordance with the needs of the clinical, nursing and management staff.

To ensure that patients receive timely and accurate written and verbal communication regarding the planned care assessment service and associated services.

To establish and maintain effective channels of communication with other departments, including:

Answering and making telephone calls as directed by Administration Manager.

Taking and passing on messages for all staff within the Unit.

Answering voice mail.

Sending and receiving e-mail and faxes.

Photocopying information as requested.

Opening, distributing and actioning post as appropriate

Arranging transport for patients as required.

To report and seek advice from the Administration Manager if any untoward incidents, complaints, problems or abnormalities in working practice occur which cannot be dealt with.

To receive and depart all patients attending the clinic and check details on iPM (the hospital computerised Patient Information System).

To log all times onto the computer regarding throughput of patients through clinic and process outcome of appointments on iPM.

To book patients’ appointments into pre-assessment, anaesthetic and exercise testing clinics.

To deal with distribution of case notes after clinic.

Be responsible for placing patients onto the inpatient/day case waiting list using accurate coding following pre-operative assessment

Booking pre-assessment appointments for patients at the request of surgical specialties, rearranging appointments if required and taking appropriate action if patients do not attend their appointments

Take appropriate action in response to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines

To perform any other duties, in any area of the Unit, deemed necessary by the Administration Managers (Intensive Care and Planned Care Assessment), to include cover for sickness and annual leave.

For further information please see attached JD&PS

Person specification

Knowledge & Experience

Essential criteria

• Demonstrable Admin / Clerical officer / Prepping experience.
• Keyboard Skills

Desirable criteria

• Proven knowledge of iPM system

Qualifications

Essential criteria

GCSE level 4-9 (A-C) in English and Maths or equivalent demonstrable experience.

APTITUDE & ABILITIES

Essential criteria

• Excellent organisational skills and the ability to prioritise own workload.
• Understanding of confidentiality.

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.