Job summary
An exciting opportunity has arised for a reliable and enthusiastic individual with a high standard of organisational skills to provide an efficient administrative service to the Infectious Diseases and Medical Virology department.
This role is office based at Southmead Hospital.
08:00-16:00, 08:30-16:30 or 09:00-17:00 working pattern. Working Wednesday-Friday is non-negotiable, and there is flexibility for the remaining hours to be worked on a Monday, Tuesday or split the hours over the two days.
Main duties of the job
The post holder must have extremely good computer and communication skills, as well as being a team player and have an ability to use their own initiative. Being an extremely busy department, the ability to work under pressure and be able to prioritise changing workloads is absolutely essential for this role.
Previous administrative experience is essential and knowledge of medical terminology would be an advantage.
About us
North Bristol NHS Trust employs over 12,000 staff providing healthcare to the residents of Bristol, South Gloucestershire and North Somerset from our award-winning hospital building at Southmead. We are the regional Major Trauma Centre, and an internationally recognised centre of excellence in a range of services and major specialties. Our vision is that by enabling our teams to be the best that they can be, we will provide exceptional healthcare, personally delivered.
North Bristol NHS Trust values all people as individuals. We aim to be an anti-discriminatory organisation and are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We welcome applicants from all underrepresented groups.
Job description
Job responsibilities
To provide an exceptional administration support service, supporting large numbers of specialty clinics and assisting our clinical teams in delivering excellent care to our patients.
The post holder will be required to process clinic letters with speed, whilst maintaining accuracy in detail, ensuring appropriate document layout and often proof reading content to ensure clear and professional dissemination of information.
A methodical approach will be required to ensure all the necessary steps are taken in processing patient correspondence and related actions, including looking up and inputting data from our electronic patient record systems.
Whilst the majority of the role will be processing clinic letters and providing administrative support within the medical secretarial team, there will be a need to book appointments, liaise with patients and wider healthcare professionals, and provide cross cover for others within the administration team to ensure smooth and productive running of the department.
Please note previous applicants need not apply.
Job description
Job responsibilities
To provide an exceptional administration support service, supporting large numbers of specialty clinics and assisting our clinical teams in delivering excellent care to our patients.
The post holder will be required to process clinic letters with speed, whilst maintaining accuracy in detail, ensuring appropriate document layout and often proof reading content to ensure clear and professional dissemination of information.
A methodical approach will be required to ensure all the necessary steps are taken in processing patient correspondence and related actions, including looking up and inputting data from our electronic patient record systems.
Whilst the majority of the role will be processing clinic letters and providing administrative support within the medical secretarial team, there will be a need to book appointments, liaise with patients and wider healthcare professionals, and provide cross cover for others within the administration team to ensure smooth and productive running of the department.
Please note previous applicants need not apply.
Person Specification
Knowledge / Skills / Abilities
Essential
- Competence in preparing and sorting documentation and data, checking layout and content of correspondence for self and clinicians
- Exceptional formatting skills, able to process large amounts correspondence quickly and accurately
- Must be able to demonstrate organisation and prioritisation skills
- Demonstrate working to tight deadlines/under pressure
- Able to work independently in own role, showing initiative but understanding when to seek appropriate guidance
- Understanding of RTT knowledge. Willingness to learn and undertake refresher training
Work Experience
Essential
- Experience of administrative and clerical practices and processes
- Extensive working knowledge of Microsoft Word and Outlook
- Must have used a computerised patient administration system or company database. Willingness to learn new IT skills and technology
Desirable
- Minimum two years secretarial or administrative experience in an office environment
- Experience of having worked in the NHS, or other patient/customer focused environment
- Knowledge of audio typing or digital dictation would be an advantage
- Experience of working with Excel spreadsheets
Education / Training / Qualifications
Essential
- Minimum three GCSE/O'Level qualifications, to include English Language and Mathematics
- RSA or equivalent typing qualification or demonstrated extensive experience and skills
Desirable
- Knowledge of medical terminology
Personal Qualities / Special Circumstances
Essential
- Must be able to produce work of an accurate and high standard
- Very good written skills including good English grammar, in order to be able to proof read typed content
- Very good verbal communication skills, articulate, helpful and confident in dealing with people both face to face and over the telephone
- To be able to maintain good working relationships within own team and wider hospital staff groups/departments
- Professional, courteous and positive approach
- Provide an understanding of the importance of confidentiality and data protection in a hospital environment
- To have a very good time-keeping and attendance record
Person Specification
Knowledge / Skills / Abilities
Essential
- Competence in preparing and sorting documentation and data, checking layout and content of correspondence for self and clinicians
- Exceptional formatting skills, able to process large amounts correspondence quickly and accurately
- Must be able to demonstrate organisation and prioritisation skills
- Demonstrate working to tight deadlines/under pressure
- Able to work independently in own role, showing initiative but understanding when to seek appropriate guidance
- Understanding of RTT knowledge. Willingness to learn and undertake refresher training
Work Experience
Essential
- Experience of administrative and clerical practices and processes
- Extensive working knowledge of Microsoft Word and Outlook
- Must have used a computerised patient administration system or company database. Willingness to learn new IT skills and technology
Desirable
- Minimum two years secretarial or administrative experience in an office environment
- Experience of having worked in the NHS, or other patient/customer focused environment
- Knowledge of audio typing or digital dictation would be an advantage
- Experience of working with Excel spreadsheets
Education / Training / Qualifications
Essential
- Minimum three GCSE/O'Level qualifications, to include English Language and Mathematics
- RSA or equivalent typing qualification or demonstrated extensive experience and skills
Desirable
- Knowledge of medical terminology
Personal Qualities / Special Circumstances
Essential
- Must be able to produce work of an accurate and high standard
- Very good written skills including good English grammar, in order to be able to proof read typed content
- Very good verbal communication skills, articulate, helpful and confident in dealing with people both face to face and over the telephone
- To be able to maintain good working relationships within own team and wider hospital staff groups/departments
- Professional, courteous and positive approach
- Provide an understanding of the importance of confidentiality and data protection in a hospital environment
- To have a very good time-keeping and attendance record
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
