Receptionist / Admin Assistant

Job overview

We are seeking a dedicated and compassionate Receptionist / Admin Assistant to join our Oncology Team at Torbay Hospital.

In this crucial role, you will be the first point of contact for patients, families, and visitors, playing a vital role in creating a positive and supportive environment for individuals seeking oncology care. You will also provide essential administrative support to the Oncology Team, ensuring the smooth functioning of daily operations.

• Be able to work as part of the reception and prepping team, working collaboratively and with respect.
• Receive patients on arrival and record their attendance – this will require tact and empathy in dealing with matters of a sensitive nature or with verbal aggression.
• Register patients on computer system in accordance with Trust Policy
• Ensure all necessary case notes are available, prepared appropriately and that they are tracered accurately.
• Tracer all patient notes immediately and with accuracy.
• Ensure that the answerphone messages are listened to and dealt with frequently throughout the day.
• Answer telephone enquiries in an efficient manner and ensure appropriate follow through using initiative to deal with routine enquiries
• Be able to deal with patients and parents/carers who may have significant medical problems.
• Wear the Patient Administration Uniform in accordance with Trust policy.
• Adhere to the Trust’s policy on confidentiality.
• Be aware and update knowledge of hospital policies and procedures from the Trusts intranet.
• Be responsible for own knowledge of the Trust’s and Departmental Health & Safety Policy and Risk Register.
• Any other clerical duties which may be necessary.

Working for our organisation

You will be based at Torbay Hospital's Oncology Department, Joining a team of 5 other administrators working closely with a multidisciplinary team of medical professionals and support staff.

The environment can be emotionally charged, requiring a compassionate and supportive demeanour. You will have access to training opportunities and professional development to enhance your skills and knowledge in healthcare administration.

Detailed job description and main responsibilities

Please refer to your suitability to the post in your supporting information from the role requirements or person specification.

Person specification

Qualifications and Training

• Good standard of general education to include GCSE in Maths and English or equivalent

Knowledge and Skills

• Experience in a face to face customer service role
• Experience in an administrative duties
• Ability to work on own initiative and prioritise own workload
• Ability to work as part of a team
• Experience working with emails, spreadsheets and Microsoft packages
• Able to communicate effectively

• Knowledge of trust and patient admin and information systems
• Experience of working in a health care setting

You will be joining the organisation at an exciting time. As the first fully integrated care organisation in England, we are working to improve the way we deliver safe, high-quality health and social care. We have a positive and vibrant working atmosphere, we are proud of our investment in our staff both in terms of developing potential career skills and valuing people.

If you provide support to a family member or friend with health or care needs, we aim to be a Carer-friendly employer. We have a ‘Staff Carers’ policy which includes flexible working where possible and a Carer’s Passport scheme that links you into support and discounts.

• We reserve the right to close vacancies early if we receive a high volume of applications. Please apply promptly
• Please read the job description and tailor your application to reflect the role
• Correspondence will be via Trac, text and email. Please check your email and Trac account regularly.
• Applicants with no previous NHS experience will ordinarily be appointed to the minimum of the band
• If you have not received an invitation to interview within 28 days of the closing date, please assume that your application has been unsuccessful on this occasion
• It is your responsibility to assist us in the timely receipt of appropriate references

If you require support you can obtain this from our Equality Business Forum which has representatives from all protected groups.