Job summary
Are you an experienced administrator with a keen eye for detail? Are you looking for a challenging and interesting role?
We are seeking a self-motivated, efficient administrator with the ability to work independently with initiative and judgement to join our Orthotics and Prosthetics team at the Bristol Centre for Enablement.
Your sound IT skills and ability to prioritise your own workload will ensure the effective management of appointment bookings, care pathway management, and waiting list coordination. Strong organisational skills and experience of working calmly and efficiently under pressure will be vital. As the first point of contact, you should demonstrate refined communication skills and the ability to deal with enquiries with discretion and sensitivity.
You will support junior admin staff and provide training where necessary so experience of supporting a team would be advantageous.
You should demonstrate:
Extensive administrative experience within a pressured environment
Excellent attention to detail and organisational skills
Proficient IT skills
Main duties of the job
You will:
manage patient records, liaise with clinicians and service users, schedule clinics, and ensure compliance with trust and government targets
liaise with patients, healthcare professionals, and administrative staff to coordinate and manage appointments, waiting lists, clinical rotas, and ensure timely access to care within service targets
maintain accurate records on the BEST computer system, handling enquiries, producing documents, attending meetings, and escalating issues as needed to support effective service delivery
mentor junior administrators, cross-cover during staff absences, and support service improvement initiatives.
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 specialities. 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
Please refer to the attached job description for full details of the main duties and responsibilities that the post holder is required to undertake.
To be the first point of contact and for all telephone calls, enquiries and personal callers to the department. Such contacts may include patients, carers, relatives, members of the public, NHS internal and external staff, social services and other external agencies.
Liaise with patients, referrers and other healthcare professionals making and taking phone calls to book and change patients appointments.
Undertake all the administration required for patient appointments; booking on the system and scanning documentation.
To use and maintain records for all patients within the BEST computer system, ensuring appropriate alerts and communications are recorded.
To plan and coordinate the monthly clinical rotas for Orthotics & Prosthetics, ensuring sufficient cover for all BCE clinical activity, wards, schools and other remote clinics.
Coordinate the management of the waiting lists, which includes adding patients to the waiting list, scheduling appointments and liaising with the relevant clinical staff to ensure achievement of RTT targets.
To ensure all clinics are fully utilised and to escalate capacity issues to the appropriate manager.
To act as the first point of contact for Band 2 administrators providing guidance to resolve issues and supporting with training and mentoring new members of staff.
To attend monthly meetings and huddles with the clinical teams, proactively and constructively raising challenges and successes for the admin team and seeking resolutions.
Cross cover the other administrative staff as required for any periods of sickness and annual leave, and provide support to Band 2 administrators deputising for team leader when unavailable.
Job description
Job responsibilities
Please refer to the attached job description for full details of the main duties and responsibilities that the post holder is required to undertake.
To be the first point of contact and for all telephone calls, enquiries and personal callers to the department. Such contacts may include patients, carers, relatives, members of the public, NHS internal and external staff, social services and other external agencies.
Liaise with patients, referrers and other healthcare professionals making and taking phone calls to book and change patients appointments.
Undertake all the administration required for patient appointments; booking on the system and scanning documentation.
To use and maintain records for all patients within the BEST computer system, ensuring appropriate alerts and communications are recorded.
To plan and coordinate the monthly clinical rotas for Orthotics & Prosthetics, ensuring sufficient cover for all BCE clinical activity, wards, schools and other remote clinics.
Coordinate the management of the waiting lists, which includes adding patients to the waiting list, scheduling appointments and liaising with the relevant clinical staff to ensure achievement of RTT targets.
To ensure all clinics are fully utilised and to escalate capacity issues to the appropriate manager.
To act as the first point of contact for Band 2 administrators providing guidance to resolve issues and supporting with training and mentoring new members of staff.
To attend monthly meetings and huddles with the clinical teams, proactively and constructively raising challenges and successes for the admin team and seeking resolutions.
Cross cover the other administrative staff as required for any periods of sickness and annual leave, and provide support to Band 2 administrators deputising for team leader when unavailable.
Person Specification
Work Experience
Essential
- Previous NHS experience
- Experience working as a team with people at all levels
Desirable
- At least 3 year's experience in an administrative role
Knowledge/ Skills/ Abilities
Essential
- Organisational skills
- Excellent communication and interpersonal skills
Desirable
- Understanding of waiting list management
Person Specification
Work Experience
Essential
- Previous NHS experience
- Experience working as a team with people at all levels
Desirable
- At least 3 year's experience in an administrative role
Knowledge/ Skills/ Abilities
Essential
- Organisational skills
- Excellent communication and interpersonal skills
Desirable
- Understanding of waiting list management
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).
