Administrative Support - #1743766

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Job Overview

We are looking for an enthusiastic, hard-working individual who has the ability to work well within a small dedicated team delivering a high standard of administrative support to the Physiotherapy Outpatient Department at Southmead Hospital.

We are looking for someone who has a friendly outlook with excellent communication skills and someone who thrives in a fast-paced and very busy working environment. The role requires an elevated level of patient contact by telephone as well as duties associated with clinic management and waiting lists.

The administrative team works hard together to ensure the very best outcome for every patient who visits the service working alongside a friendly physiotherapist team.

Main duties of the job

Applicants will need to be an excellent team-player as well as the ability to work independently. They will need to be flexible and able to use their own initiative working proactively and in collaboration with team colleagues to ensure daily administrative work tasks are managed well. The post holder, working alongside the team, will be responsible for prioiritising daily workloads.

You will need to be able to demonstrate excellent IT skills with the ability to plan, prioritise and manage your time and problem solve effectively.

Working for our organisation

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.

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

• To process patient referrals including transferring to other organisations.
• Negotiate patient appointments via telephone to fill last minute empty appointment slots.
• To respond to short-notice clinic cancellations contacting patients to reschedule clinic appointments.
• Answer telephone queries and relaying messages including rescheduling cancellation requests from patients.
• Retrospective clinic bookings on Careflow.
• Adding patients to waiting list following Trust protocol.
• Building ad-hoc slots to facilitate the patient appointment booking process.
• Deal with enquiries from all services users in a helpful manner.
• Uploading to EDMS following Trust protocol.
• Ensure all relevant patient information is recorded on Trust's PAS system and updated accordingly.
• Work flexibly and provide cross cover for colleagues across all therapy services.
  
  

Person specification

Education/Training & Qualifications

Essential criteria

• Educated to GCSE or equivalent
  
  

Desirable criteria

• An understanding of NHS outpatient booking processes.
  
  

Work Experience

Essential criteria

• Experience of working as part of a small NHS team.
• Ability to demonstrate good and caring customer care skills.
  
  

Desirable criteria

• Experienced in the NHS or similar organisation.
• Previous experience of working in a fast paced NHS outpatient department (or similiar clerical experience).
  
  

Knowledge, Skills And Abilities

Essential criteria

• Team-player, helpful, polite and willing to assist others.
• Enjoyment of working in an extremely busy and fast-paced environment.
• Willingness/enjoyment of using multiple IT systems.
• The ability to work to tight deadlines.
• Able to work flexibly to meet the needs of the service.
• Able to develop good working relationships amongst team, colleagues and staff.
• Excellent verbal and written communication skills.
  
  

Desirable criteria

• Working knowledge of Careflow & ICE, outlook.
• Understanding of Trust policies and procedures.
• An understanding of patient confidentiality
  
  

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.