Job summary
A fantastic opportunity has recently arisen within the Urology Team at Weston General Hospital as we are advertising for Receptionists & Administration Assistant to join the team.
This team are focused on providing a welcoming and professional service to our urology patients, to ensure medical notes notes are prepped and ready for the clinical teams and to ensure the patient attendances are recorded on the system.
The ideal candidate will need to be able to work in a calm, logical, organised and methodical way whilst being able to multi-task in a busy environment with complex patient pathways.
This role also involves working closely with the secretarial teams.
If you would like any more information about this vacancy or to arrange an informal discussion/visit please contact Paula Young via email: paula.young@nbt.nhs.uk or via phone: 01934 647149
Main duties of the job
The Urology outpatient receptionist & Administration assistant is the face of the department providing a friendly and professional welcome to patients, staff, visitors and service users.
To ensure medical notes are prepped and available for all patients attending the urology outpatient clinics.
To play a central role within the service and to work in close liaison with colleagues, staff in other departments, GPs, patients and the general public.
To work well as part of a team whilst being able to use their own initiative to provide administrative support to ensure effective high quality service isprovided.
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 specialties. Our vision is that by enabling our teams to be the best that they can be, we will provide exceptional healthcare, personally delivered.
We commit to treating each patient as an individual with respect and dignity, aiming to deliver excellent clinical outcomes and a first-class experience for everyone who uses our services.
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
- Provide a friendly and professional welcome to visitors, patients, staff and service users.
- Answer the telephone, deal with queries relevant to the service and/or take accurate messages, record details and pass on to the appropriate team/individual.
- Assist colleagues in providing and maintaining efficient day to day operation of the medical records to facilitate optimum accessibility to patient records pertaining to the service.
- Deal with various enquiries via phone, face to face, email or mail from GPs, consultants, specialist nurses, relatives, patients, other medical staff and external organisations in a compassionate and professional manner.
- Liaise with other departments i.e. patient access team, medical records, secretaries etc. developing positive and co-operative working relationships.
- Be able to respond to emotional members of the public/relatives in a calm and professional manner, understanding limitations of role and how to access support.
- Responsible for scanning documents from the Weston site to Southmead site for urology admissions.
- Act as a supportive and adaptable team member,
- Demonstrate a professional approach in handling sensitive and confidential information in line with the Data Protection Act.
- Take responsibility for own role, identifying any knowledge/skills gaps where additional support/training is needed.
- Responsible for maintaining IT literacy and updating skills in line with the introduction of new systems within the Trust
- Actively participate in the Trusts annual appraisal process providing evidence to meet the Knowledge Skills Framework requirements of the post.
- Please see job description for further duties and responsibilities
Job description
Job responsibilities
- Provide a friendly and professional welcome to visitors, patients, staff and service users.
- Answer the telephone, deal with queries relevant to the service and/or take accurate messages, record details and pass on to the appropriate team/individual.
- Assist colleagues in providing and maintaining efficient day to day operation of the medical records to facilitate optimum accessibility to patient records pertaining to the service.
- Deal with various enquiries via phone, face to face, email or mail from GPs, consultants, specialist nurses, relatives, patients, other medical staff and external organisations in a compassionate and professional manner.
- Liaise with other departments i.e. patient access team, medical records, secretaries etc. developing positive and co-operative working relationships.
- Be able to respond to emotional members of the public/relatives in a calm and professional manner, understanding limitations of role and how to access support.
- Responsible for scanning documents from the Weston site to Southmead site for urology admissions.
- Act as a supportive and adaptable team member,
- Demonstrate a professional approach in handling sensitive and confidential information in line with the Data Protection Act.
- Take responsibility for own role, identifying any knowledge/skills gaps where additional support/training is needed.
- Responsible for maintaining IT literacy and updating skills in line with the introduction of new systems within the Trust
- Actively participate in the Trusts annual appraisal process providing evidence to meet the Knowledge Skills Framework requirements of the post.
- Please see job description for further duties and responsibilities
Person Specification
Education/Training/Qualifications
Essential
- GCSE or equivalent qualifications
- IT literate eg, email, word processing, with experience of inputting data into a computer system
Work Experience
Essential
- Experience of general office administrative and clerical duties and equipment
- Working knowledge of Microsoft Office packages i.e. Word, Excel, Outlook etc
- Experience of customer services
Desirable
- Previous NHS or healthcare experience including hospital IT systems
Knowledge/Skills/Abilities
Essential
- Able to deal with day-to-day duties and tasks in a calm and organised approach
- Abie to put in place and follow processes and procedures
Personal Qualities/Special Circumstances
Essential
- Good verbal & Written communication skills, with a professional manner
- Work with confidence and sympathy when dealing with patients, carers and visitors
- Working with confidential information and able to demonstrate understanding of confidentiality
- Able to work as independently as well as part of a wider team
Person Specification
Education/Training/Qualifications
Essential
- GCSE or equivalent qualifications
- IT literate eg, email, word processing, with experience of inputting data into a computer system
Work Experience
Essential
- Experience of general office administrative and clerical duties and equipment
- Working knowledge of Microsoft Office packages i.e. Word, Excel, Outlook etc
- Experience of customer services
Desirable
- Previous NHS or healthcare experience including hospital IT systems
Knowledge/Skills/Abilities
Essential
- Able to deal with day-to-day duties and tasks in a calm and organised approach
- Abie to put in place and follow processes and procedures
Personal Qualities/Special Circumstances
Essential
- Good verbal & Written communication skills, with a professional manner
- Work with confidence and sympathy when dealing with patients, carers and visitors
- Working with confidential information and able to demonstrate understanding of confidentiality
- Able to work as independently as well as part of a wider team
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
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).
