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Job Overview
Are you an experienced administrator with a keen eye for detail? Are you looking for a challenging and interesting role?
We are seeking a self-motivated, efficient administrator with the ability to work independently with initiative and judgement to join our Orthotics and Prosthetics team at the Bristol Centre for Enablement.
Your sound IT skills and ability to prioritise your own workload will ensure the effective management of appointment bookings, care pathway management, and waiting list coordination. Strong organisational skills and experience of working calmly and efficiently under pressure will be vital. As the first point of contact, you should demonstrate refined communication skills and the ability to deal with enquiries with discretion and sensitivity.
You will support junior admin staff and provide training where necessary so experience of supporting a team would be advantageous.
You should demonstrate:
- Extensive administrative experience within a pressured environment
- Excellent attention to detail and organisational skills
- Proficient IT skills
Main duties of the job
You Will
- manage patient records, liaise with clinicians and service users, schedule clinics, and ensure compliance with trust and government targets
- liaise with patients, healthcare professionals, and administrative staff to coordinate and manage appointments, waiting lists, clinical rotas, and ensure timely access to care within service targets
- maintain accurate records on the BEST computer system, handling enquiries, producing documents, attending meetings, and escalating issues as needed to support effective service delivery
- mentor junior administrators, cross-cover during staff absences, and support service improvement initiatives.
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
Please refer to the attached job description for full details of the main duties and responsibilities that the post holder is required to undertake.
- To be the first point of contact and for all telephone calls, enquiries and personal callers to the department. Such contacts may include patients, carers, relatives, members of the public, NHS internal and external staff, social services and other external agencies.
- Liaise with patients, referrers and other healthcare professionals making and taking phone calls to book and change patient’s appointments.
- Undertake all the administration required for patient appointments; booking on the system and scanning documentation.
- To use and maintain records for all patients within the BEST computer system, ensuring appropriate alerts and communications are recorded.
- To plan and coordinate the monthly clinical rotas for Orthotics & Prosthetics, ensuring sufficient cover for all BCE clinical activity, wards, schools and other remote clinics.
- Coordinate the management of the waiting lists, which includes adding patients to the waiting list, scheduling appointments and liaising with the relevant clinical staff to ensure achievement of RTT targets.
- To ensure all clinics are fully utilised and to escalate capacity issues to the appropriate manager.
- To act as the first point of contact for Band 2 administrators providing guidance to resolve issues and supporting with training and mentoring new members of staff.
- To attend monthly meetings and huddles with the clinical teams, proactively and constructively raising challenges and successes for the admin team and seeking resolutions.
- Cross cover the other administrative staff as required for any periods of sickness and annual leave, and provide support to Band 2 administrators deputising for team leader when unavailable.
Person specification
Work Experience
Essential criteria
- Previous NHS experience
- Experience working as a team with people at all levels
Desirable criteria
- At least 3 year's experience in an administrative role
Knowledge/ Skills/ Abilities
Essential criteria
- Organisational skills
- Excellent communication and interpersonal skills
Desirable criteria
- Understanding of waiting list management
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.
