Full Time Administrative Assistant

  • Full time
  • Taunton, Somerset
  • Posted 5 days ago
  • September 22, 2021
  • £18,546 - £19,918

Full Time Administrative Assistant

An exciting opportunity has arisen for an Administrative Assistant to work within our Paediatric secretarial Department. This is a full time post working 5 days a week, Monday – Friday. We are looking for an enthusiastic individual who is a team player and thrives in a busy environment.


Main duties of the job


  • Working within set work patterns of specialty, prioritise own work efficiently and effectively to ensure all administrative duties are met, highlighting any issues to a senior secretary
  • Communicate with secretarial and clinical team regarding patients’ procedure details and instruction, at times communicating directly with patients to arrange
  • Have knowledge of outpatient procedures, i.e. appointment booking, assessing clinical activity to ensure accurate bookings – reporting any issues to a senior secretary immediately (this could include assisting with fast track referrals)
  • Receive correspondence related to patients. Prioritise documents as per specialty instruction and bring to attention of relevant secretaries
  • Request and receive medical records if required and tracer appropriately
  • When appropriate action has been taken, file correspondence in medical records ensuring correct sequence of filing within the case notes before transferring records on
  • Request and prepare medical records for clinics
  • Compile agendas and circulate minutes for Specialty Business and Audit Meetings


Working for our organisation


As an organisation, the NHS offers a wide range of benefits including flexible working, fantastic pension contributions, market leading annual leave allowance, career progression and regular conversations, not to mention our Blue Light Card and NHS exclusive discounts.

The benefits of working in Somerset include the idyllic countryside, with our areas of outstanding beauty and stunning coastlines. You will get to enjoy these perks whilst still only being a stone’s throw away from bustling city centres like Bristol, Bath and Exeter and only two hours away from London.

There are excellent educational facilities in the area and, when compared to other regions, house prices are reasonable. You will experience the best of both in Somerset, the countryside and the cosmopolitan – there is truly something for everyone!


Detailed job description and main responsibilities

  • Communicate with patients, colleagues, internal and external contacts in a courteous, professional and timely manner at all times by various methods, i.e. telephone, written, face to face
  • Receive telephone calls and enquiries, taking appropriate action, or, where necessary, re-direct or accept a message on behalf of members of the specialty team
  • Report any complaints/comments or requests to the Department Supervisor/Manager immediately. Have the knowledge and knowhow of when to refer to PALS
  • Report any incidents by way of Trust Incident Reporting system
  • Know how to operate the security alarm within the hospital
  • Work flexibly across the Trust as required
  • Ensure the timely arrival of patient information to the appropriate destination to facilitate prompt patient care
  • Provide a friendly front of house reception service with the necessary ability to deal with enquiries efficiently, make appointments, enter outcomes
  • Have relevant and up to date knowledge of the Trust’s Access, RTT and Health Records Standards Policies. Be responsible for updating own knowledge as and when necessary
  • Ensure patient identifiable information given, received, or held in any form is processed and protected in accordance with Trust Policy
  • Follow relevant Trust policies
  • Follow Trust guidelines for secretarial and clerical services
  • Please see attached JD

Person specification


Essential criteria
  • Minimum 5 GCSE’s or equivalent


Essential criteria
  • Knowledge of Microsoft packages
Desirable criteria
  • Previous NHS experience


Essential criteria
  • Previous NHS experience
Desirable criteria
  • 1 year previous admin experience

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Job Overview
  • Hours Per Week
  • Salary
    £18,546 - £19,918
  • Job Category
    Admin / Clerical / Reception
  • Disability Confident
Job Location