Job summary
This role will involve working in a busy administrative office in the centre of Bristol.
We have a vacancy in our administration team. The role is part of a team providing an efficient and effective support to our senior Medical Secretaries and Clinicians.
If you have a can-do attitude, a pleasant telephone manner and enjoy helping people, this might be the role for you. Experience of working in the NHS previously is desirable. This role can be challenging at times, so we are looking for a confident and respectful individual, who is organised and has good communication skills.
Main duties of the job
1. To file patient correspondence. To pull, file and trace case notes including x-rays, pathology reports, blood results and send to GP's as required. To trace all notes in the secretaries offices.2. Visit to secretary offices regularly and collect requests for notes from each team. Retrieve, trace and distribute to appropriate person/dept.3. Optom returns in conjunction with the other medical administration assistant - Entering details on to Medisoft.4. Trace notes to correct location for Medisoft storage whilst awaiting processing.5. Printing clinic letters from the Medisoft EPR, filing of printed correspondence in the correct section of note. Dispatch of this correspondence using post. Electronically storing clinic letters and patient correspondence as necessary.
About us
University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) is one of the largest acute Trusts in the country, bringing together a combined workforce of over 13,000 staff and over 100 different clinical services across 10 different sites, serving a core population of more than 500,000 people across South West England. UHBW has been rated by the CQC as 'Good' overall and our staff are proud to deliver excellent care to the people of Bristol, Weston and beyond. As a forward-thinking multi-award winning Trust and a digital exemplar committed to improving patient care, our world-leading research and innovations are having a positive local and global impact. Our hospitals are spread across Bristol and Weston, join us and you can enjoy the very best of both worlds; city living within a stone's throw of the countryside or beside the seaside, both with easy access to all that the South West has to offer. UHBW is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application in order to ensure we're meeting our pledge.
Job description
Job responsibilities
For a more detailed job description and main responsibilities, please refer to the job description document attached to this vacancy.
Job description
Job responsibilities
For a more detailed job description and main responsibilities, please refer to the job description document attached to this vacancy.
Person Specification
Knowledge and Experience
Essential
- Knowledge of NHS policies and/or procedures
- Experience of dealing with the public, both on the telephone and in person
- Understanding of specialist medical terminology
- Clerical/administrative experience/Secretarial
Desirable
Qualifications and Training
Essential
- Educated to GCSE, grade C or above (or equivalent) in English Language and Maths
- Qualified in word processing or audio typing (or equivalent)
Desirable
- Business and Administration Level 3 NVQ or equivalent experience
Skills and Abilities
Essential
- Ability to deal with non-routine issues on own initiative
- Attention to detail
- Good IT skills including Microsoft packages
- Effective organisational skills
- Ability to adapt to use new computer packages and programmes
- Confidence to handle difficult conversations with patients, relatives and carers
- Ability to work independently, managing own workload, whilst providing supervision and support to others
- Ability to work effectively in a busy team, adjust to change and motivate others
- Able to work under pressure and meet deadlines whilst maintaining a high standard of Accuracy
- Effective and polite manner when dealing with people, both face to face and on the phone
Person Specification
Knowledge and Experience
Essential
- Knowledge of NHS policies and/or procedures
- Experience of dealing with the public, both on the telephone and in person
- Understanding of specialist medical terminology
- Clerical/administrative experience/Secretarial
Desirable
Qualifications and Training
Essential
- Educated to GCSE, grade C or above (or equivalent) in English Language and Maths
- Qualified in word processing or audio typing (or equivalent)
Desirable
- Business and Administration Level 3 NVQ or equivalent experience
Skills and Abilities
Essential
- Ability to deal with non-routine issues on own initiative
- Attention to detail
- Good IT skills including Microsoft packages
- Effective organisational skills
- Ability to adapt to use new computer packages and programmes
- Confidence to handle difficult conversations with patients, relatives and carers
- Ability to work independently, managing own workload, whilst providing supervision and support to others
- Ability to work effectively in a busy team, adjust to change and motivate others
- Able to work under pressure and meet deadlines whilst maintaining a high standard of Accuracy
- Effective and polite manner when dealing with people, both face to face and on the phone
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).
Employer details
Employer name
University Hospitals Bristol and Weston NHS Foundation Trust (UHBW)
Address
Bristol Eye Hospital
Lower Maudlin Street
Bristol
BS1 2LX
Employer's website
https://www.uhbw.nhs.uk/ (Opens in a new tab)
