Job summary
The post-holder will provide and coordinate administrative, secretarial, forensic and decontamination support to the Bridge Sexual Assault Referral Centre at University Hospitals Bristol and Weston. Communicating with all levels of staff seniority both clinical and non-clinical, internal, and external to the Trust on matters that may be highly confidential and sensitive.
The post holder will provide and coordinate administrative, secretarial, forensic and decontamonation support to the Bridge SARC communicating with all levels of staff seniority both clinical and non-clinical, internal, and external to the Trust on matters that may be highly confidential, contentious, and sensitive. They will also need to be able well organised and work under their own initiative.
The post holder will be required to have excellent PC skills with in depth knowledge and experience using Excel spread sheets and Word to coordinate the production and format of data for reports and other documents on a regular basis.
Main duties of the job
- Manage The Bridge SARC resources
- Order supplies UHBW purchase ordering system
- Co-ordinate non purchase order purchasing across the department
- Order and distribute IT equipment
- Allocate new starters with the equipment required to undertake their role and ensure that equipment is returned by staff who leave.
- Maintain staffing list in relation to department management - postholders, phone numbers, lap top numbers etc.
- Develop and maintain the department workspace/Teams.
- Disseminate Trust wide and department wide communications via e-mail and through the maintenance of real and virtual noticeboards.
- Develop and co-ordinate staff training and wellbeing resources.
- Maintain Subject Access request register and prepare responses, sending reminders and escalating to ensure compliance with response deadlines.
- Provide specialist secretarial/administration support and advice to the SARC team.
- Taking telephone calls for the department and expected to use their initiative to deal with phone calls and messages.
- Support the administration of the SARC including, preparing agendas, taking minutes, and distributing notes of meetings, typing up of group discussions, arranging appointments, disseminating reports 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
Qualifications and Training
Essential
- Educated to NVQ 3 admin or equivalent qualification in business administration/similar subject or experience
- Excellent understanding and experience of IT packages word & excel
- Educated to GCSE, grade C or above (or equivalent) in English Language and Maths
- Evidence of continuing professional development
Knowledge and Experience
Essential
- Significant admin/secretarial experience including initiating and maintaining office systems
- Demonstrable experience dealing with customers/stakeholder and dealing with sensitive and confidential information
- Understanding of the Confidentiality and Data Protection Act
Desirable
- Knowledge and experience working in an NHS/healthcare related environment
Skills and Abilities
Essential
- Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/instructions to staff and service users
- Able to take and transcribe minutes /notes
- Ability to work without supervision. Able to work on own initiative, organising and prioritising own and other's workloads to changing and often tight deadlines
- Ability to work under pressure in a busy work environment and able to multi-task
- Effective and polite manner when dealing with people, both face to face and on the phone
- Effective organisational skills
- Attention to detail
- Largely a desk-based role with some standing and lifting of files/folders and boxed orders of stationery and deep cleaning duties
Person Specification
Qualifications and Training
Essential
- Educated to NVQ 3 admin or equivalent qualification in business administration/similar subject or experience
- Excellent understanding and experience of IT packages word & excel
- Educated to GCSE, grade C or above (or equivalent) in English Language and Maths
- Evidence of continuing professional development
Knowledge and Experience
Essential
- Significant admin/secretarial experience including initiating and maintaining office systems
- Demonstrable experience dealing with customers/stakeholder and dealing with sensitive and confidential information
- Understanding of the Confidentiality and Data Protection Act
Desirable
- Knowledge and experience working in an NHS/healthcare related environment
Skills and Abilities
Essential
- Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/instructions to staff and service users
- Able to take and transcribe minutes /notes
- Ability to work without supervision. Able to work on own initiative, organising and prioritising own and other's workloads to changing and often tight deadlines
- Ability to work under pressure in a busy work environment and able to multi-task
- Effective and polite manner when dealing with people, both face to face and on the phone
- Effective organisational skills
- Attention to detail
- Largely a desk-based role with some standing and lifting of files/folders and boxed orders of stationery and deep cleaning duties
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
The Bridge Adult & Paediatric Centre of Excellence Sexual Assault Referral Centre
Passage Street Tower Hill
Brsitol
BS2 0JD
Employer's website
https://www.uhbw.nhs.uk/ (Opens in a new tab)
