Administration Assistant

Overview

The Speech and Language Department is looking for a proactive appointment clerk / administrative assistant to work as a job sharer - both staff members to provide a comprehensive administrative service to a group of therapists in a timely and efficient manner. The work is varied and interesting including reception and appointment clerk duties. The necessity to be able to prioritise own workload is essential.

Applicants should be able to use their own initiative although working as part of a close-knit team.

• Cover for colleagues during periods of annual leave/sickness.
• Provide administrative support to the Professional Lead for Speech Language Therapy through delegated tasks from the manager.
• Provide administrative support to the Speech and Language Therapy (SLT) as requested as part of a job sharing role. The administrative team deal with administrative processes for OPD referrals and supporting the inpatient SLT team with ad hoc requests in compliance to all Trust Policies and procedures.
• Arrange appointments for Voice Therapy and maintain up-to-date appointment diaries for clinicians.
• Maintain an accurate filing system to ensure swift retrieval of documentation and information.
• Assist with coordination of mandatory/appraisal/CPD/Career development dates for staff members and bring forthcoming dates to the attention of staff members and line manager.
• Report defects in equipment and ensure equipment is withdrawn from service until repaired.
• Report any incident to line manager and ensure correct forms are completed and actions are taken.
• Be involved in the formal staff appraisal scheme as an appraisee.
• Provide clerical cover during annual leave and sickness periods within other areas of the directorate when required.
• Undertake other reasonable duties at the discretion of the line manager.
• To accurately record in-patient SLT referrals and bring these to the attention of Therapists.
• Adhere to Administrative Procedure Notes (APNs) regarding the Patient Information Management System (PiMs) in conjunction with RTT coding for administration procedures for outpatients and inpatients.
• To arrange appointments for Speech & Language Therapy and maintain up-to-date appointment diaries for clinicians.
• To be an active and pro-active team member ensuring delivery of administrative support to the SLT.
• To assist with telephone calls/e-mails/correspondence/messages from patients, GPs and other Agencies in a courteous and helpful manner, referring to the Manager or senior staff for advice when appropriate.
• Dealing face to face with patients, carers and other professionals visiting the department, seeking advice when appropriate.
• To prioritise own workload including typing (audio/copy/data entry), administration of appointments and waiting lists, collection of statistics.
• To bring defects in equipment to the notice of the line manager and take immediate action to ensure that such equipment is withdrawn from service until satisfactorily repaired.

• Proof of recognised keyboard skills and a good telephone manner.
• Educated to GCSE standard or equivalent.
• Previous clerical experience of working with the general public or within the NHS would be advantageous.
• Knowledge of various IT software packages and the ability to demonstrate an understanding of confidentiality.

• Preference will be given to internal Trust staff, as well as Priority and 'At Risk' status including NHS At Risk staff throughout Devon who can display recent relevant experience as dictated by the Person Specification.
• 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; 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 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…