Early Pregnancy & Gynaecology Emergency Clinic Administrator
University Hospitals Bristol and Weston NHS Foundation Trust (UHBW)
We are looking for an enthusiastic, highly motivated, flexible and organised person to join our team at St Michael's Hospital as an Early Pregnancy & Gynaecology Emergency Clinic Administrator.
If you enjoy working with a wide variety of people, can work accurately and meet tight deadlines, and would like to work within a busy hospital setting, we want to hear from you.
The post holder will require excellent communication skills, the ability to work under pressure, and good organisational/interpersonal skills. They should also be able to independently manage their own workload.
This is a full-time, Band 3 post working Monday to Friday, 8.00 a.m. to 4.00 p.m.
Main duties of the job
1. Support the triaging of referrals by liaising with key clinical staff.
2. Manage patient communications both via telephone and through Trust systems to create letters, emails, and text reminders.
3. Act as a point of contact for queries from clinical and non-clinical staff.
4. Liaise with clinical and non-clinical teams across the Trust via telephone and email.
5. Communicate changes to clinics and appointments to patients as instructed, often at short notice.
6. Show a caring and professional approach towards patients, relatives, and carers, acting with resilience to deal with distressed individuals in a professional and empathetic manner.
7. Ensure clinic lists are effectively utilised in discussion with the appropriate clinician and manager, and rebook any cancelled appointment slots.
8. Attend appropriate meetings as required by the role's line manager.
9. Assist in training of new members of the team.
10. Receive referrals from primary care and other sources and register referral details onto the Trust's PAS system in accordance with the Trust's Outpatient Standards. Take patient appointments by telephone and arrange appointment-related services as required (e.g., transport and interpreting services).
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 that 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 to ensure we're meeting our pledge.
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
* Educated to GCSE, grade C or above (or equivalent) in English Language and Maths.
* Business and Administration Level 3 NVQ or equivalent experience.
Knowledge and Experience
* Clerical/administrative experience, including filing and/or reception.
* Experience of dealing with the public, both on the telephone and in person.
* Previous receptionist experience in a healthcare or public setting.
* Previous NHS experience.
* Experience of using a Patient Administration System.
Skills and Abilities
* Empathetic, professional, and non-judgemental manner when dealing with people, both on the telephone and face to face.
* Flexible approach to duties.
* Able to work under pressure and meet deadlines whilst maintaining a high standard of accuracy.
* Good IT skills including Microsoft packages.
* Confidence to handle difficult conversations with patients, relatives, and carers.
* Ability to work effectively in a busy team, adjust to change, and motivate others.
* Ability to work independently and as part of a team.
* Able to respond to patient queries and escalate to the multi-disciplinary team when necessary.
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.
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