Administrative Assistant

To provide administration, booking outpatient appointments for the Imaging Directorate.



The key responsibilities of this role are the efficient and effective management of specific departmental and patient administration systems, ensuring strict adherence and compliance to all Trust policies and procedures.

• Entering patients details on both CRIS and iPM systems.


• Booking and rearranging outpatient appointments.


• Dealing with alterations and short notice cancellations of lists and notifying appropriate staff and patients.


• To receive all incoming post and process in a timely manner, and ensure all outgoing post is similarly processed.


• Advise patients and medical staff on special procedures and preparations required to ensure a successful examination.


• Dispatching appointment letters ensuring all relevant information and leaflets are included.


• Participate in providing assistance in completing daily tasks for other appointments clerks when required.


• Use tact and diplomacy to deal with distressed and emotional patients.


• Other duties as appropriate to the post

The post holder will be working within a friendly, established team booking Magnetic Resonance Imaging (MRI) outpatient appointments, who work closely with Radiographers. Based in the newly refurbished offices on the Derriford site.

1. Entering patients details on both CRIS and iPM systems

2. Sorting referral cards and letters from GP’s, consultants and other medical staff

3. Booking and rearranging outpatient appointments

4. Dealing with alterations and short notice cancellations of lists and notifying appropriate staff and patient

5. To receive all incoming post and process in a timely manner, and ensure all outgoing post is similarly processed

6. Optimise opportunities for sessions to go ahead by arranging alternative cover, when problems arise

7. Liaise with all levels of medical staff to ensure the effective and efficient running of lists

8. Advise patients and medical staff on special procedures and preparations required to ensure a successful examination

9. Dispatching appointment letters ensuring all relevant information and leaflets are included

10. Tracing notes on the Patient Management system

11. Provide statistical information as required, compiling and producing waiting list figures at the end of each month: distributing to managers and medical staff

12. Communication with stakeholders including trainees, clinicians, managers, patients, other colleagues and workers from other agencies

13. To ensure all clerical duties are carried out to a high standard at times of planned and unplanned leave

14. Participate in providing assistance in completing daily tasks for other appointments clerks when required

15. Use tact and diplomacy to deal with distressed and emotional patients

16. Keeping focused and level headed in spite of a busy and demanding environment

17. Maintaining and updating booking protocol, to reflect any changes in practices and procedures

18. Other duties as appropriate to the post