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Job Overview
The role of the Administrator is to provide administrative support to ensure the efficient running of the Maternity services, and to provide a comprehensive reception and appointment booking service for all pregnant women attending North Bristol Trust (NBT).
The Administrator will be responsible for covering the reception when required, dealing directly with members of the public as well as making the day to day booking of all clinic appointments, including screening, doctors and Obstetric scans. Requests will be prioritised ensuring that appointments are scheduled according to gestation and following NBT and National guidance and policy.
The main aspects of the job will be receiving patients to clinic, booking both routine and complex Midwife and Obstetric patient’s appointments, using the Trusts electronic patient record system, obtaining information, liaising with multi professional teams, booking interpreters and also obtaining information for audits. The post holder will also be expected to answer telephone enquiries from patients and other professionals, ensuring that calls are answered promptly and professionally.
Due to the sometimes complex nature of booking appointments, the post holder will need to be able to manage long periods of concentration, but also be able to manage frequent interruptions by telephone or personal interaction.
Main duties of the job
- To manage clinic reception, dealing with patients directly and ensuring that information is accurate. Ensure that patients leave the clinic with next appointment details.
- To receive referrals by post, email and via Midwives and ensure that they are dealt with according to Trust/departmental process.
- To liaise effectively with the line manager and multi-disciplinary team regarding problems with booking appointments as per policy.
- Booking scan and clinic appointments and notify patients and/or the Community Midwife of the appointment
- Booking appointments for Eastwood Park, liaising with the Prison and Safeguarding Team to ensure that all information and support is prepared for the appointment.
- Booking and arranging clinic appointments for the Birth Afterthoughts Service
- Ensure that appropriate paperwork is sent to women in a timely manner
- To respond promptly to clinic cancellations, ensuring that all women are contacted by telephone and where possible offered a new date at the same time
- Answering telephone enquiries in relation to clinic appointments and general enquires
- Assisting the clinical team with information and problem solving
- Printing and sending patient information to non NBT Midwives using Trust policy and adhering to patient confidentiality and the Data Protection Act.
- Rearranging clinic and scan appointments
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
- Work closely with supervisors for advice where required
- Escalating any issues to the line manager in a timely manner
- Registering new patients - generating hospital numbers for NBT community Midwives
- Booking urgent scans and Consultant appointments for the AESS service
- Creating new clinics on Careflow for the Fetal Medicine Service
- Withdrawing clinics as and when required
- Creating Ad-hoc appointments/clinic lists on Careflow as and when required
- Pre-term Labour Service - Manage consultant clinics, making changes to already built clinics as and when required
- Provide administrative support for the Low Pap A screening service
- Dealing with DNA’s for the above services ensuring that the correct policy and protocol is followed.
- Participate in scheduled team/department meetings and be prepared with appropriate data
- To be flexible to alter shifts to support cover and duties due to annual leave/ sickness
- Maintain a high quality in own work and encourage others to do so
- Access, appraise and apply knowledge and information
- To participate in the training of new staff to the team
- Contribute to own personal development and assist with learning and development activities and will be required to attend mandatory training and all training essential to this role.
- To undertake any such duties commensurate with the grading of the post and the post holder should treat this job outline as flexible as it could be amended as the service requirements alter and/or needs of the position develop.
Person specification
Education/Training/Qualifications
Essential criteria
- 5 GCSE as a minimum C or above to include Maths and English or relevant experience
- Willing to undertake relevant training as indicated for the role
Desirable criteria
- Training of in-house computer systems
- NVQ level 2 in a relevant subject
Work Experience
Essential criteria
- Good standard of computer literacy
- Previous administrative experience
Desirable criteria
- Previous experience of working in a hospital
- Previous experience working in Maternity services
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.
