Administrative Apprentice inPlymouth inPlymouth PUBLISHED FRI 22 NOV 2024

To provide clerical and administrative support to the Medical Imaging Department secretarial team, reception team and to complete the NVQ training programme.

***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.***

The post holder will:

Support the medical secretary team in administrative duties such as typing, letters, appointments, notes, meetings, email's and more administrative tasks.

To support the reception team on the front desk dealing with patients, appointments and telephone calls.

About us

To provide office management support to the Imaging Administration Team:

• Supporting the secretarial team with admin tasks such as typing, appointments, emails, letters, diaries, reports, minute taking and more.
• Support the reception team on the desk, taking and making phone calls, appointments and paperwork.
• To assist with telephone calls from patients, GPs and other Agencies in a courteous and helpful manner.
• Dealing face to face with patients, carers and other professionals visiting the department, seeking advice when appropriate.
• Assist with the tracing of patient notes using the Patient Information Management System (iPM).
• To attend when possible appropriate training and development opportunities
• Responsible for the distribution of consultants mail in a timely manner and ensuring that any issues requiring urgent action are brought to the attention of the recipient.
• Prioritise own workload.
• Participate in medical secretarial meetings, putting forward suggestions, taking and typing up of minutes. This also applies to any admin meetings requiring attendance.
• Sorting and dealing with all paper correspondence and keeping a satisfactory record and filing system to ensure swift retrieval of information.
• Submit email requisitions to the Secretarial Co-ordinator for stationery and other office equipment, to ensure a continuous flow of necessary tools, ensuring resources are used effectively.
• To bring defects in equipment to the notice of the Line Manager take immediate action to ensure that such equipment is withdrawn from service until satisfactorily repaired.
• Required to cover for support secretary/other colleagues during annual leave/sickness or peak workloads.
• Maintains confidentiality at all times and adheres to other Trust policies and procedures.
• To support and enhance the continual quality initiative ensuring a quality first approach to all aspects of work.
• To be aware of and to follow the Health and Safety at Work Act, Security Policy and all other policies relating to Plymouth Hospitals NHS Trust.
• To report any incident to self, staff or patient to the Line Manager and ensure that the correct form is filled out and action is taken concerning the incident.
• To undertake duties in line with the Trusts Information Security and Control Policy, respecting the rights of patients, fellow staff and the Trust for information not to be passed on or made available to those without a need to know.
• This list is not exhaustive or definitive and may include other admin tasks at the request of the line manager.
• To undertake other reasonable duties at the discretion of your Line Manager and the Imaging Directorate Office or a member of the Imaging team.