Job vacancy: Receptionist and Support Administrator, University Hospitals Plymouth NHS Trust, Tavistock

Job summary

Main area: Receptionist and Support Administrator
Grade: NHS AfC: Band 2
Contract: Fixed term: 9 months (Monday, Tuesday, Wednesday 7am until 5pm and Friday 7am until 4:30pm)
Hours: Part time - 27 hours per week (Full time - 37.5 hours per week)
Job ref: 216-NB-CO7906899

Employer: University Hospitals Plymouth NHS Trust
Employer type: NHS
Site: Tavistock Hospital
Town: Tavistock
Salary: £25,272 £25,272 pro rata per annum
Salary period: Yearly
Closing: 04/05/2026 23:59

Receptionist and Support Administrator

NHS AfC: Band 2

Detailed job description and main responsibilities

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.

Person specification

Qualifications

Essential criteria

Educated to GCSE grade C and above/equivalent qualification or six months demonstrable experience in an administrative role
NVQ Level 3 or equivalent
Keyboard skills
Computer literate

Desirable criteria

ECDL

Knowledge and Experience

Essential criteria

Demonstrable experience using Microsoft office packages particularly word, outlook and excel.
Demonstrable experience working with spreadsheets
Demonstrable experience in medical transcribing and audio typing
Demonstrable experience working with the general public

Desirable criteria

Previous NHS demonstrable experience
Demonstrable experience using NHS Patient Management systems
Previous clerical demonstrable experience
Previous demonstrable experience of working in a contact centre environment

Aptitude and Abilities

Essential criteria

Good communication skills, written and verbal
Attention to detail
Accuracy
Time management skills
Organisational skills
Ability to work under pressure

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.