Job summary
The post holder will be responsible for the day to day management of secretarial staff within the Bristol Heart Institute., to ensure maximum productivity and efficiency in secretarial and administration working practices and in the provision of a high quality service for patients. Other key responsibilities include supporting the management team with all relevant operational, human resource and other Trust/local policies/procedures, to ensure the day-to-day management of departmental performance.
Through the management of the secretarial teams, the post-holder will be required to:
- Operate under their own initiative and take responsibility for daily decision making
- Have an innovative approach to problem solving and developing services
- Ensure effective and efficient delivery of the service to meet service demands
- Support training of Clinical nothing administration - including troubleshooting
- Attend meetings as required and work flexibly to meet departmental and service needs
Main duties of the job
Communication:
- Act as a first point of contact for secretarial staff
- Problem solving & respond to queries
- Cascade information from the division & wider Trust to the team through regular update
Patient Care:
Provide & receive complex, sensitive & contentious information to support complaint response
Organisation & Planning:
- Drive the development of a 'customer service' focus within the secretarial teams
- Support compliance with HR policies
- Manage & prioritise own workload, allocating tasks & delegating work, using clinical noting data if appropriate
Service Development & Research:
- To remain up-to-date with changing practices & make use of training & development opportunities, taking an interest in self-development
- Implement agreed policies & propose improvement ideas across the secretarial teams
- Motivate, train & engage secretarial teams to implement changes & improvements
- Report on team performance against key performance indicators & identify future areas for development
- Take budgetary responsibilities for timesheets, submitting bank staff requests & authorising goods
-
Leadership and Management:
- Manage secretarial staff, including annual leave & sickness, maintaining records as required
- Assist in recruitment of secretarial staff
- Ensure new staff receive a comprehensive local induction, setting objectives, arranging reviews & annual appraisals
Information Resources:
-
Monitor Clinical performance & workflow efficiencies, taking action as appropriate
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, main responsibilities, and Person Specification, please refer to the job description document attached to this vacancy.
Job description
Job responsibilities
For a more detailed job description, main responsibilities, and Person Specification, please refer to the job description document attached to this vacancy.
Person Specification
Knowledge and Experience
Essential
- Experience in change management, service improvement and redesign
- Experience of working as part of a team and on own initiative
- Experience of working with people at all different levels within an organisation
- Experience of managing own workload and working under own initiative to prioritise tasks
Desirable
- Experience in Clinical Noting systems administration
- Experience of line managing a team to achieve specified goals and allocating work to deliver results
- Experience of budget management
Skills and Abilities
Essential
- Evidence of effective organisational and time management skills
- Proven ability to make decisions through consultation with others as well as using own initiative
- Ability to be fexible and adaptable to work demands
- Excellent written and verbal communication and interpersonal skills
- Ability to deal appropriately with sensitive and confidential information
- Able to communicate complex information to a wide variety of audiences
- Able to interpret, analyse and make sense of complex information to make sound judgements and identify required action
- Ability to motivate and engage others to undertake required tasks
- Ability to allocate work to others and monitor progress to ensure completion
Qualifications and Training
Essential
- Good knowledge of Microsoft Office applicarions including Word, Excell and PowerPoint
Desirable
- Educated to Degree level or equivalent relevant experience in administrative work
Aptitudes
Essential
- Supportive
- Respectful
- Innovative
- Collaborative
Person Specification
Knowledge and Experience
Essential
- Experience in change management, service improvement and redesign
- Experience of working as part of a team and on own initiative
- Experience of working with people at all different levels within an organisation
- Experience of managing own workload and working under own initiative to prioritise tasks
Desirable
- Experience in Clinical Noting systems administration
- Experience of line managing a team to achieve specified goals and allocating work to deliver results
- Experience of budget management
Skills and Abilities
Essential
- Evidence of effective organisational and time management skills
- Proven ability to make decisions through consultation with others as well as using own initiative
- Ability to be fexible and adaptable to work demands
- Excellent written and verbal communication and interpersonal skills
- Ability to deal appropriately with sensitive and confidential information
- Able to communicate complex information to a wide variety of audiences
- Able to interpret, analyse and make sense of complex information to make sound judgements and identify required action
- Ability to motivate and engage others to undertake required tasks
- Ability to allocate work to others and monitor progress to ensure completion
Qualifications and Training
Essential
- Good knowledge of Microsoft Office applicarions including Word, Excell and PowerPoint
Desirable
- Educated to Degree level or equivalent relevant experience in administrative work
Aptitudes
Essential
- Supportive
- Respectful
- Innovative
- Collaborative
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 Heart Insitute
Terrell Street
Bristol
BS2 8ED
Employer's website
https://www.uhbw.nhs.uk/ (Opens in a new tab)
