Job vacancy: Administrative Assistant, University Hospitals Plymouth NHS Trust, Plymouth

Job summary

Main area: Patient Access
Grade: NHS AfC: Band 3
Contract: Permanent
Hours: Part time - 32 hours per week (Hybrid working, in office and home working)
Job ref: 216-LD-A6817305

Employer: University Hospitals Plymouth NHS Trust
Employer type: NHS
Site: Derriford Hospital
Town: Plymouth
Salary: £24,071 - £25,674 Per Annum, Pro Rata
Salary period: Yearly
Closing: 12/03/2025 23:59

Administrative Assistant

NHS AfC: Band 3

Detailed job description and main responsibilities

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.

Person specification

Knowledge & Experience

Essential criteria

Be a proficient user of Microsoft Office (Word, Excel, Access, PowerPoint).
Advanced keyboard skills.
Demonstrable experience of managing databases
Demonstrable experience of arranging large meetings and events with attendees in excess of 20 people
Good theoretical proven knowledge of effective administrative process
Proven knowledge of effective filing systems
Demonstrable experience in the use of iPM and other clinical systems
Proven awareness of ERS and demonstrable experience in its use
Meeting administration and minute taking.

Qualifications

Essential criteria

NVQ 3 in Business Administration or similar level of qualification, in a relevant subject or equivalent demonstrable experience.
GCSE or equivalent qualifications in Mathematics and English

Aptitude & Abilities

Essential criteria

Excellent communication and interpersonal skills.
Good levels of tact, negotiation and persuasive skills.
The ability to work as part of a team, or independently when required.
To be able to work well within a busy working environment and maintain concentration in a busy working environment
To manage own workload to meet deadlines.
Ability to deal appropriately with sensitive and confidential information.
Able to prioritise ensuring effective and efficient workload completion.
Demonstrate excellent organisational and administrative skills.
Methodical and reliable.
Demonstrate a flexible and adaptable approach to work with a willingness to learn and develop role.
Exhibits diplomacy and interpersonal skills with ability to interact with people of all levels and backgrounds.
Professional approach.

PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY INCLUDING YOUR JUNK FOLDER.

If you need support with the online application process or require reasonable adjustments with the application and/or interview process please contact the Recruiting Manager for this post.

We recognise that work life balance is important for our colleagues and so we invite requests from applicants about less than full time/flexible working for our advertised roles. We recommend contacting the manager of the role prior to applying and we commit to giving requests full consideration.

We welcome and encourage applicants who identify with all protected characteristics to apply for our roles. We believe that diversity strengthens our teams and improves our patients' experience. At UHP we aim to create an inclusive workplace and hospital where everyone feels they belong and included.

It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Providing false information is an offence & could result in the application being rejected or summary dismissal/police action if an applicant is successful.

Please note that if you are successful in your application & accept the position you agree that the Staff Health and Wellbeing Department can access your health records from your current/previous employer in order to check the status of your inoculations & screening tests. This is an automated process & the information will only be used for these purposes prior to your taking up the position with us.

For Doctors Roles:

Unsolicited CVs and Candidate Profiles/Details
University Hospitals Plymouth has a commitment to sourcing candidates directly and as such we do not accept speculative CVs from agencies.

We do, however, work with a defined list of preferred HTE Framework suppliers who may be invited to support us in sourcing candidates for particular roles.

In line with our preferred supplier list, we only pay agency fees where we have a signed agreement in place and an agency has been instructed by a member of the Trust’s Medical Workforce team.

We do not pay agency fees where speculative and unsolicited CVs are submitted to the Trust or Trust employees by any other means than the official route above. Where this is not observed the Trust reserves the right to contact these candidates directly and initiate discussions without payment of any agency fee.

Any candidate details (whether written or spoken) or CVs that are referred directly will not constitute an introduction. The Trust will under no circumstances be responsible for any recruitment fees in relation to these contacts.

Submission of any unsolicited CVs, candidate’s details and/or proposals to the Trust will not be considered further and will be deemed evidence of full and unlimited acceptance of this Agency Protocol.

In order to establish and maintain good working relationships with the Trust’s agency suppliers, we ask that this Protocol is adhered to and thank you for your co-operation.