Administration Assistant - #1699775

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Job Overview

We require an enthusiastic, hardworking and trustworthy individual who has the ability to communicate well and is able to work within our small team of dedicated staff who deliver a high standard of administrative support to a number of services.

Under the direction of senior staff to provide administration support services to the Department of Clinical Biochemistry in accordance with Trust and departmental policies and procedures. The post will be primarily providing administration support to Toxicology for the coroner’s service and administration duties for the Foetal Anomaly and Newborn screening services.

Main duties of the job

Key duties include: -

Data Input of patients and test request information for Foetal Anomaly screening

Program (FASP) and Newborn screening Program

Storage of Newborn Screening samples to include paperwork

Data input of patient and test request information for routine toxicology

Distribution of reports and invoicing

Document scanning and filing

Communicating with other healthcare professionals with results and answering queries

Saving paperwork associated with HTA

Storage and sending of paperwork/Guthrie cards retained as part of the coroners service and Newborn screening programme

General administration duties

This is an interesting and varied role, which requires good communication skills as you will liaise with a variety of professionals within the Health Service.

Working for our organisation

https://youtu.be/cJiNgR-TwUY?si=H6kkwCD5FvSv6UpW

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 specialities. 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.

Detailed Job Description And Main Responsibilities

The post holder will be expected to have working relationships with the following staff:

• All staff within Specials Biochemistry and colleagues in Pathology, Suppliers, Personnel/Employment Services, IT Department, Healthcare Professionals and members of the public.
  
  

Working within an administration team to provide the following duties:

Data Handling

• Data entry of FASP requests into Viewpoint system
• Send Viewpoint reports to external Trusts via zip files
• Data entry FASP Quad requests
• Emailing Quad lists to Newcastle
• Checking Newcastle portal for Quads reports – print off
• Distribution of FASP reports
• Scanning request forms to DART viewer
• Filing request forms
• Assist with the provision of information required for audit purposes e.g. PappA data
• Entry of drugs of abuse screens onto Laboratory information system
• Maintain and update relevant databases related to Toxicology
• Communicate receipt of coroner cases to the relevant mortuary
• Maintain the records of coroner cases received
• Maintain confidential records, Coroner cases, under data protection guidelines
• Maintain records of HTA forms received, and chase outstanding paperwork
• Must comply promptly with requests and instructions from senior colleagues.
• Must cooperate in the prompt processing of all relevant paperwork
• File and archive coroner cases, antenatal records and Guthrie cards according to the policies stated in the Department
• Retrieve and compile paperwork for CMV requests
• Place orders for Newborn screening Gurthrie cards for use by the screening co-ordinators and dieticians
• Obtain reports for Child Health on behalf of requesting adoption agencies
• Assist with the provision of information required for audit purposes
  
  

Communication

• Deal with telephone enquiries in an appropriate manner
• Respond to requests for test results or sample requirements
• Exercise judgement in refering telephone calls to senior technical or clinical staff when necessary
• To be an effective team member, raising and queries or concerns to a senior member of the team in a timely manner
• Attend relevant meetings within the Department
• Be able to comprehensively explain newborn screening administration role to midwives who are visiting section for a training morning
  
  

D. Housekeeping and Maintenance Tasks

• Dispose of clinical and non-clinical waste in accordance with Trust and departmental policies
• Clean and decontaminate working areas and equipment in accordance with laboratory protocols and record such actions
• Maintain adequate stocks of consumables notifying senior staff of any issues with stock levels (includes Guthrie cards and filter papers for 17OHP)
• Receive goods and deliveries to the department when required
  
  

Person specification

Essential

Essential criteria

• Evidence of clerical and administrator role
• Evidence of administrative work and or laboratory work
• Evidence of data entry into databases or computer systems
• Evidence of communication, both written and verbal
• Evidence of being a team worker and work under pressure
  
  

Desirable criteria

• Evidence of IT skills/qualifications
  
  

If you apply for this vacancy and have not received a communication from North Bristol NHS Trust within three weeks of the closing date, please assume that on this occasion your application has been unsuccessful.

Please note that North Bristol NHS Trust does not reimburse travel expenses relating to interview attendance.

If you feel you meet the requirements of the Disability Act / Two Ticks scheme and require further support/advice, please contact us on tel 0117 414 1151.

North Bristol NHS Trust are committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

The successful applicant(s) will normally commence at the minimum of the scale unless they have previous NHS service at the same band. Progression through the scale is by annual increments.

At North Bristol Trust (NBT), we know diverse and inclusive environments lead to happier and healthier teams and improved patient care and outcomes. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where we all belong. We therefore particularly encourage applications from candidates who are currently underrepresented in NBT’s workforce at Band 8a and above. These include people from Black, Asian and minority ethnic backgrounds, disabled people and LGBTQIA+ people.

Please note that stringent pre-employment checks are undertaken on all successful applicants prior to commencement in post.