Administrative AssistantinPlymouthinPlymouthPUBLISHED WED 26 FEB 2025
Opportunities for professional development through support for training and participation in team meetings.
The chance to work within a dynamic healthcare environment that has a direct impact on patient care and administrative effectiveness.
Engagement in service improvement and modernization projects, contributing to the enhancement of healthcare delivery.
A collaborative work environment that fosters effective communication and relationships with various professionals and departments.
Responsibilities that include multi-tasking and problem-solving, which can enhance skills and job satisfaction.
Job stability and potential for long-term employment within a reputable organization, benefiting from NHS Trust standards.
A clear role as a point of contact for training enquiries, providing a sense of purpose in assisting staff with their professional development.
Join the compassionate and supportive community at University Hospitals Plymouth NHS Trust as an Administrative Assistant within our Patient Access Team. This role is perfect for those who thrive in a dynamic environment and want to make a real difference in the healthcare sector. As a vital contributor, you will provide essential administrative support, helping ensure our dedicated clinical staff receive the training they need to continue delivering exceptional patient care.
In this role, you’ll manage training bookings, serve as the go-to contact for training inquiries, and assist in various projects that enhance our services. You’ll play a crucial part in maintaining effective communication and collaboration across different teams, fostering an atmosphere of teamwork. If you're looking for a rewarding position where your organisational skills can shine, and you want to be part of a team that values innovation and excellence in patient care, we invite you to apply today!
In this role, you’ll manage training bookings, serve as the go-to contact for training inquiries, and assist in various projects that enhance our services. You’ll play a crucial part in maintaining effective communication and collaboration across different teams, fostering an atmosphere of teamwork. If you're looking for a rewarding position where your organisational skills can shine, and you want to be part of a team that values innovation and excellence in patient care, we invite you to apply today!
Opportunities for professional development through support for training and participation in team meetings.
The chance to work within a dynamic healthcare environment that has a direct impact on patient care and administrative effectiveness.
Engagement in service improvement and modernization projects, contributing to the enhancement of healthcare delivery.
A collaborative work environment that fosters effective communication and relationships with various professionals and departments.
Responsibilities that include multi-tasking and problem-solving, which can enhance skills and job satisfaction.
Job stability and potential for long-term employment within a reputable organization, benefiting from NHS Trust standards.
A clear role as a point of contact for training enquiries, providing a sense of purpose in assisting staff with their professional development.
An exciting opportunity has arisen to join the Patient Access Team, who are seeking to appoint an individual to provide comprehensive administrative support to all members of the team.
***Please note that applications from temporary workers who have been engaged with the Trust for a minimum of 3 months are welcome.
The post holder will be required to:
- Provide administrative support for the Clinical Admin Training Team.
- To ensure all administrative staff are booked into their annual mandatory training and update the training record database as appropriate.
- To provide administration support for the Patient Access Team.
- Act as a point of contact for all training enquiries.
- To support projects on behalf of the Patient Access/Clinical Admin Training Team.
- To ensure effective and consistent diary management for the Clinical Admin Training Team.
About us
PRIMARY DUTIES & AREAS OF RESPONSIBILITY
- To provide support for the Clinical Admin Training Team/Patient Access Team.
- To ensure that staff are updated regarding their annual mandatory training.
- Liaise, negotiate and communicate with relevant people to ensure that processes are fit for purpose.
- Support day to day queries in relation to any training queries.
- To act a Trust wide resource for the provision of advice around effective administrative processes.
- Participate in and support the training of relevant staff in standard process.
- Review current practice, as necessary and support changes to improve standards.
- To use own judgement and take appropriate action when dealing with all matters within the Patient Access office.
- Liaise with other professionals and departments using the appropriate level of knowledge and judgement in order to respond to queries and take necessary action.
- Contribute to the service improvement/modernisation projects.
- Work as part of the team in developing processes within the department to meet the demands of a growing service.
- Participate in team and other meetings as required.
- Support the general administration of the team.
- Be able to multi task and deal with a range of issues that can often disrupt the working day and take the post holder away from their work in progress.
- Provide support in respect of project work responsibilities for the Patient Access/Clinical Administration Team.
- Support the day to day running of the ERS and deal with any queries or complaints as they arise.
- Regular attendance at meetings as required.
- Preparation of presentation material.
- Distribution of other policies and documentation as required.
- To assist with the implementation of audits around compliance with practice and the resulting collation of the resulting information.
- To assist with booking of meeting rooms and other support functions as required.
- To maintain and support accurate project management documentation to support the provision of information.
- To assist in the facilitation and arrangement of improvement and training events to support the objectives of the team.
- Keep an accurate and reliable record of all operational policies.
- Ensure appropriate filing systems are put into place and maintained.
General
To undertake any other duties as requested by the Head of Patient Access commensurate with the post.
COMMUNICATIONS & WORKING RELATIONSHIPS
The post holder will need to demonstrate effective working relationships with staff at all levels. Of particular importance is the need to establish close working relationships with Staff, Training Department, Estates, NHSP, Directorate Managers, Senior Nursing Staff/Clinicians, external accreditation providers and the complaints department.
Note
This job description is neither definitive nor exhaustive and is not intended to be totally comprehensive. It may be reviewed in the light of changing circumstances following consultation with the post holder. This job description is to be read in conjunction with all current Plymouth Hospitals NHS Trust policies, procedures & guidelines.
For further details, please view the attached Job Description and Person Specification.
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More about the NHS
The National Health Service (NHS) is a cornerstone of healthcare in the United Kingdom, established in 1948 with the simple yet profound principle of providing healthcare to all citizens, free at the point of use. This revolutionary system aimed to ensure that access to medical services would not depend on an individual’s financial situation, a concept that has since become fundamental to British societal values.Learn more...
Useful skills for an Administrative Assistant:
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To work as an Administrative Assistant in the UK, you typically need a combination of technical skills, soft skills, and relevant experience. Here are some key skills that are often required or beneficial for this role:
Technical Skills
1. Microsoft Office Suite Proficiency: Strong skills in Word, Excel, PowerPoint, and Outlook are essential for creating documents, managing spreadsheets, and scheduling.
2. Typing and Data Entry Skills: Fast and accurate typing skills are important for documentation and data management.
3. File Management: Organising and maintaining both physical and digital files.
4. Basic Bookkeeping: Understanding financial documents and basic accounting might be required, depending on the role.
5. Communication Tools: Familiarity with email communication and other messaging platforms (e.g., Slack, Microsoft Teams) is essential.
6. CRM Software: Experience with customer relationship management tools may be needed in some roles.
Soft Skills
1. Organisational Skills: Ability to manage multiple tasks and prioritize them effectively.
2. Time Management: Skills to manage one’s time efficiently to meet deadlines.
3. Attention to Detail: Precision in executing tasks and reviewing documents to avoid mistakes.
4. Communication Skills: Strong verbal and written communication skills to interact effectively with colleagues and clients.
5. Problem-Solving Skills: Ability to handle unexpected issues and find solutions quickly.
6. Customer Service Orientation: Being polite and helpful when dealing with clients and colleagues.
Other Skills
1. Adaptability: Willingness to learn new software, processes, and adapt to changes in the workplace.
2. Teamwork: Ability to work collaboratively with others in a team setting.
3. Initiative: Being proactive in identifying tasks that need to be done and taking action without being asked.
4. Confidentiality: Understanding the importance of handling sensitive information discreetly.
Qualifications and Experience
While a formal qualification may not be strictly needed, having GCSEs or equivalent qualifications, particularly in English and Maths, can be an advantage. Experience in an administrative role or a related field is also beneficial and can set you apart from other candidates. Some employers may also look for a qualification in Business Administration or a related subject.
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