Receptionist and Support Administrator

Job overview

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.

Main duties of the job

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.

Detailed job description and main responsibilities

• 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.
• To ensure that a clear understanding is obtained surrounding data quality and data protection and be able to work to this guidance.
• 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.
• To ensure all Hospital case notes are traced in and out of the department for accuracy.
• Deal with incoming and outgoing mail. Signing for deliveries as and when required.
• 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)
• Booking Outpatient appointments within the next 6 weeks and adding others to the relevant waiting list with accuracy and minimal DQ errors.
• To organise the collection of Confidential waste
• Booking patients into the Minor Injuries unit. Obtaining relevant and detailed information to allow for accurate triaging by the MIU Medical staff.
• 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.
• 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.
• Uses initiative to complete a variety of administrative tasks which are routine and on occasions can be complex.