Job summary
The post-holder will be a key point of contact and support for clinical andnon-clinical staff in the Children and Young People's Gender Service (South West) (CYP GS), within the Women's and Children's Division.Working closely with a range of professionals in the service, the post-holder will contribute to the delivery of efficient outpatient services through their expertise in producing clinical correspondence and communication with patients and staff.The post-holder will provide administrative support to clinical staff who may undertake specific roles e.g. safeguarding lead. This may involve thepreparation of reports, presentation packages, attendance at meetings and taking of minutes
Main duties of the job
To act as a point of contact for queries from clinical and non-clinical staff.To liaise via telephone and email with other clinical/clerical teams to action urgent appointments or procedures where necessary and ensure that all relevant departments are notified accordingly.Show a caring and professional approach towards patients, relatives and carers. This may require acting with resilience to deal with sometimes distressed patients and relatives in a professional and empathetic manner.
Checking and sorting investigation reports and passing information on to clinical team as required.To carry out associated clerical duties, for example maintaining accurate filing systems, receiving post, diary management and scanning patient documents if required.To attend appropriate meetings, weekly MDT, training and briefing sessions and take notes as required for feedback to colleagues or formal minutes.
To gain a working understanding of other specialties in order to provide cover for other secretaries in times of sickness or annual leave and undertake any duties deemed reasonable by your line managerTo ensure the despatch and production of all clinical correspondence is maintained by proactively monitoring the digital dictation and speech recognition system, and to escalate where delays are identified.
Please see full attached job description for further information.
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. 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.
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 & Experience
Essential
- Clerical/administrative/secretarial experience
- Previous NHS experience or equivalent
- Understanding of specialist medical terminology
- Knowledge of NHS policies and/or procedures
Desirable
- Experience of dealing with the public, both on the telephone and in person
- Awareness of Cass Review
Skills & Abilities
Essential
- Effective and polite manner when dealing with people, both face to face and on the phone
- Able to work under pressure and meet deadlines whilst maintaining a high standard of Accuracy
- Ability to work effectively in a fast paced team
- Ability to adjust to changes and work in a flexible way.
- Ability to work independently, managing own workload, whilst providing supervision and support to others
- Confidence to handle difficult conversations with patients, relatives and carers
- Ability to deal with non-routine issues on own initiative
- Effective organisational skills
- Good IT skills including Microsoft packages
Desirable
- Ability to adapt to use new computer packages and programmes
Apitudes
Essential
- Respectful of and supportive to colleagues
- Pride in the quality and accuracy of work and attention to detail
- Willingness to undertake training and develop additional skills
- Co-operative, helpful and flexible attitude to work
Person Specification
Knowledge & Experience
Essential
- Clerical/administrative/secretarial experience
- Previous NHS experience or equivalent
- Understanding of specialist medical terminology
- Knowledge of NHS policies and/or procedures
Desirable
- Experience of dealing with the public, both on the telephone and in person
- Awareness of Cass Review
Skills & Abilities
Essential
- Effective and polite manner when dealing with people, both face to face and on the phone
- Able to work under pressure and meet deadlines whilst maintaining a high standard of Accuracy
- Ability to work effectively in a fast paced team
- Ability to adjust to changes and work in a flexible way.
- Ability to work independently, managing own workload, whilst providing supervision and support to others
- Confidence to handle difficult conversations with patients, relatives and carers
- Ability to deal with non-routine issues on own initiative
- Effective organisational skills
- Good IT skills including Microsoft packages
Desirable
- Ability to adapt to use new computer packages and programmes
Apitudes
Essential
- Respectful of and supportive to colleagues
- Pride in the quality and accuracy of work and attention to detail
- Willingness to undertake training and develop additional skills
- Co-operative, helpful and flexible attitude to work
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).
