[ref. b81355204] Admin Support, Newton Abbot Hospital

Job overview

Join our team at Newton Abbot Hospital and take on a dynamic position that involves providing support across various departments.

This role requires the ability to prioritise tasks, manage conflicting demands, and maintain a high level of organisation, so it is important you excel in customer service handling inquiries through face-to-face interactions, emails, and phone calls.

Flexibility is key, as the position involves working rotating shifts from 8 am to 8 pm, including weekends and bank holidays.

If you thrive in a fast-paced environment and enjoy working collaboratively with a diverse team, this position is perfect for you - Apply now to be a part of our warm and welcoming team!

• Offer administrative support across various areas within Newton Abbot Hospital including;
• Outpatient Reception
• The Urgent Treatment Centre Reception,
• Teign and Templer Ward,
• The Planned Infusion Unit and the A&C Back Office.
• General reception/admin duties including; greeting patients, liaising with clinical teams to ensure efficient and effective service throughout each department, offering excellent customer service to patients, colleagues and visitors to the organisation.

Working for our organisation

Why work with us - Our administrative team take great pride in their work and work well together to offer fantastic support to the wider teams working from Newton Abbot Hospital.

We are fortunate enough to work with many specialties throughout the organisation and this adds to the diversity and breadth of this role.

The focus is on excellent customer service to all, supporting our colleagues and maintaining a sense of humour alongside a professional nature.

The building itself boasts light and airy spaces and is well-maintained, which certainly contributes towards the positive working environment offered at the Hospital.

• Communicate with a wide range of staff and clients, in person, by telephone and electronically.
• Receive all visitors in a courteous, efficient and friendly manner.
• Provide excellent customer care, in a calm and professional manner to patients and relatives who may be anxious and distressed.
• Pro-actively manage correspondence such as emails, post and telephone calls in line with Trust standards
• Assist as far as possible with non-medical enquiries within the remit of the role, ensuring all non-routine and medical enquiries are referred to the appropriate person
• Priortise workload effectively and manage conflicting demands in a high pressure environment
• Use of multiple computer systems as required within the department such as, but not limited to: IHCS (PAS), CRIS InfloFlex and Symphony
• Ensure accurate and up-to-date patient details are maintained on patient information IT systems.
• Maintain health records and patient files in line with Trust Health Records Policy
• Respond to complaints or concerns where appropriate, escalating to Line Manager if unable to resolve
• Comply with GDPR and follow all Trust policies and procedures
• To follow Standard Operating Procedures for the department
• No budgetary control but an awareness of effective use of resources
• No staff supervision but you may be required to mentor new starters
• Significant use of Display Screen Equipment

Person specification

Qualifications and training

• Educated to GCSE level A-C
• Intermediate qualification in IT

• Qualification in Customer Care

Specific Skills

• Proven clerical/administrative experience within customer care environment
• Previous customer care experience
• Ability to work under own initiative and as part of a team
• Able to organise workload
• Reliability and flexibility; able to contribute to changing demands of the service

• Previous experience of an NHS or healthcare environment

Knowledge and experience

• Excellent interpersonal skills
• Good and accurate IT skills
• High standard of attention to detail
• Ability to multi-task and prioritise workload

• Knowledge of PAS and booking processes
• Knowledge of medical records filing system
• Knowledge of Infoflex system
• Knowledge of CRIS system
• Knowledge of Symphony system

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.