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Job description

To provide clerical, administration and reception support to the Diabetes Centre. This is an apprenticeship training role where you will completes tasks which are mentioned in this job description and this will increase throughout your apprenticeship journey. This job role will be a supervised and you will be allowed time to complete your apprenticeship during your working hours.

This post is part of a professional multi-skilled team working within the Diabetes Centre. The key responsibilities of this role are the efficient receptionist and administration duties with strict adherence and compliance to the Trust Access Policy.

***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 jobholder would be trained on the job through a combination of instruction and practice and by attending Casenote, Data Protection and iPMS training.
• To ensure that a firm understanding is obtained of Trust Waiting List & Access policies and be able to work to this guidance.
• To ensure that all administration processes are dealt with in accordance with Trust and MOD Waiting List Policies.
• To ensure the successful management of patients who are referred to the Trust while waiting for treatment within department of health waiting list targets.
• To ensure that a clear understanding is obtained surrounding Data Quality, Data Protection and Patient Information Management System (iPMS) and be able to work within these guidelines at all times.
• To ensure that an Individual Performance Review is obtained from the Clinical Administration Manager on an annual basis.
• To ensure that any loose documents are filed in the appropriate section and to tidy and repair damaged Health Record Folders.
• To ensure front sheets and labels are produced for all new patients and that these have referral letters, clinical record sheets and outcome forms.
• To attend meetings with all levels of staff to provide updates and any required changes.
• To assist in informal training by showing other members of staff, locums or NVQ students the job as requested.
• To receive and deal with confidential telephone enquiries from patients and be able to handle patients’ complaints. Patients may be

We are a people business – where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. 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.

• The jobholder would be trained on the job through a combination of instruction and practice and by attending Casenote, Data Protection and iPMS training.
• To ensure that a firm understanding is obtained of Trust Waiting List & Access policies and be able to work to this guidance.
• To ensure that all administration processes are dealt with in accordance with Trust and MOD Waiting List Policies.
• To ensure the successful management of patients who are referred to the Trust while waiting for treatment within department of health waiting list targets.
• To ensure that a clear understanding is obtained surrounding Data Quality, Data Protection and Patient Information Management System (iPMS) and be able to work within these guidelines at all times.
• To ensure that an Individual Performance Review is obtained from the Clinical Administration Manager on an annual basis.
• To ensure that any loose documents are filed in the appropriate section and to tidy and repair damaged Health Record Folders.
• To ensure front sheets and labels are produced for all new patients and that these have referral letters, clinical record sheets and outcome forms.
• To attend meetings with all levels of staff to provide updates and any required changes.
• To assist in informal training by showing other members of staff, locums or NVQ students the job as requested.
• To receive and deal with confidential telephone enquiries from patients and be able to handle patients’ complaints. Patients may be anxious or difficult to communicate with and there may also be language barriers.
• To request hospital Health Record Folders from central storage in time to ensure adequate preparation.
• To ensure that the electronic tracing system (PDT) is kept up to date at all times.
• To follow Trust procedures for requesting Health Record Folder, organising contents of Health Record Folder, requesting / amending transport bookings requesting and printing clinic attendance lists.
• To ensure that all appointments are booked in accordance with Trust and MOD waiting list policies.
• This post requires concentration when ensuring patients are given an appointment within the national guidelines, as provided on PTL (Patient Target Lists) The post holder must advise Directorate or Clinical Administration Manager if the clinic capacity is insufficient to accommodate number of appointments required and ensure Team Leader is kept informed.
• To ensure that patients are given sufficient notification of appointment, as set out in waiting list policies.
• To ensure that all information is entered in a timely and accurate manner, in accordance with the data quality standards and Data Protection Act 1998.
• To ensure that all patients who fail to attend appointments (DNA’s) are managed in accordance with the trust DNA policy.
• To ensure all new outpatient sessions are partially booked in accordance with specific clinical booking rules and trust policies and where patients cancel their appointment at short notice to endeavour to fill the slot with another patient in order to utilise clinic capacity.
• To ensure that all follow up patients that are on a waiting list are booked in accordance with specific clinical booking rules and trust policies. Where follow up waiting list has not yet been implemented to ensure that patients are managed and booked according to the clinic profiles.
• To ensure that all changes to the clinic booking rules have been agreed with Directorates.
• To record and action notification from Directorates when clinics need to be cancelled or reduced and advise appropriate outpatient Contact Centre and Prepping Team staff of changes / cancellations to clinics, also informing patient.
• The post holder will need to possess good analytical skills and will need to take into account a number of factors when reducing clinics in order to endeavour to deliver best possible patient management.
• Post holders will be given a regular clinic workload, but would be expected to cover irregular clinics as requested by Clinical Administration Manager.
• Pooled waiting lists will be developed throughout specialties where possible to avoid unnecessary patient waits. In areas where consultants are only able to see specific conditions a manual pooling system may be operated where the consultant will tick specific conditions and priority.
• To undertake other duties within the post holder’s competence/career development plan as may be necessary from time to time, as determined by Clinical Administration Manager.

About NHS

CEO: Amanda Pritchard
Revenue: $5 to $25 million (USD)
Size: 10000+ Employees
Type: Government
Website: www.nhs.uk
Year Founded: 1946