Gynaecology Service Administrator

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Job Overview

An exciting opportunity has arisen for a self-motivated, enthusiastic individual to join the Gynaecology Team in the Division of Women and Children’s Health, under the direction of the Gynaecology Support Manager.

They will provide a contact point for operational issues not directly relating to patient care. The post holder will play a central role in meeting the administrative needs of the Gynaecology Management Team and their deputies, to include staff rostering, human resource monitoring, supplies and stores, equipment maintenance and some aspects within Health and Safety compliance.

The post holder will work in partnership with the multidisciplinary leadership team ensuring continuity in service provision and as such will need to exercise initiative, independent judgement and decision making within a variety of situations.

The Gynaecology Service Administrator will have supervisory responsibility for the Outpatient and Ward receptionist and assist in their training and development.

Main duties of the job

We are looking for a dynamic, enthusiastic and hardworking person to join our team under the guidance and supervision of the Support Manager.

The main duties of the role will focus on the day to day management of the three gynaecology reception areas. This will involve interacting with diverse groups of people including clinical staff and patients.

We are looking for someone who has strong communication and problem solving skills to support the team 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

• Provide a full range of administrative duties to the ward and Senior Leadership Team;
• To be responsible for collating staff rosters, ensuring sign off and authorisation of bank requests within the identified skill mix;
• Have delegated responsibility for the ward and outpatient receptionists ensuring they received mandatory training, regular 1:1s and annual appraisals;
• Provide secretarial support for the Senior Leadership Team (where appropriate) for personnel issues e.g. documentation following sickness/absence meetings, appraisals and change of conditions;
• Will need to exercise initiative, independent judgement and decision making within a variety of situations to ensure an effective and high quality service is provided;
• Arranging ward and outpatient reception cover during times of annual leave or sickness;
• Co-ordinate communication and activity on behalf of the ward, organising the day-to-day administrative duties required for the efficient operation of the wards by using a variety of communication methods, including managing email distribution lists;
• Act as a contact point for all operational issues not directly relating to patient care;
• Responsible for stock control ensuring correct ordering and authorisation of requisitions;
• Responsible for the administration of clinical and reception leave requests and updating the leave calendar within local guidelines, liaising with Ward Managers and Clinical Lead where appropriate and escalating when gaps in provision are identified;
• Requesting bank and agency staff in line with skill mix requirements for the wards in liaison with the Ward Manager and Nurses in Charge (shift);
• Participation in recruitment initiatives as set out by the Ward Managers, including the preparation of adverts and organising interview dates;
• Organisation of administrative and clinical staff induction programmes in line with Trust statutory procedures and local initiatives including new starter information and IT set up;
• Secretarial support for the Senior Leadership team including the Matron, Ward Manager and Clinical Lead. This will include typing letters and general administration as required;
• Provide administrative support of clinical governance issues such as complaints and clinical incidents, collecting statements and information on behalf of the Ward Managers. Alerting health and safety and clinical risk teams of urgent issues;
• Liaise with relevant departments and other bodies to ensure equipment, furniture and fittings are appropriate to requirements and within a designated budget;
• Assist in arranging teaching sessions as required, preparing timetables, arranging speakers and providing staff with relevant information;
• Provide administrative support to staff meetings including taking minutes, arranging venues and documentation required;
• Monitoring monthly payroll sheets, keeping accurate information on sickness, absence coding and completion of monthly forms for staff payments;
• Set up and develop systems of effective communication to prevent duplication of work and to allow the nursing staff to concentrate on patient care;
• Undertake audits and data capture as required to facilitate funding;
• Any other duties deemed relevant to the role in agreement with the Line Manager.
  
  

Working Conditions / Effort

• Use of a desktop for a large proportion of the role. Use of a laptop may be required;
• The workload is mostly predictable;
• Requirement to concentrate in a busy, open plan ward and office environment;
• The working environment can sometimes be noisy and busy – need to respect the privacy of colleagues and patients and minimise interruptions or noise levels when possible;
• Requirement to be flexible to support the core working hours required by the department to deliver the service;
• Physical work is mainly light, for example the lifting of files of patient notes.
  
  

Person specification

Education

Essential criteria

• English or Maths GCSE at grades A-C or 9-4 (or equivalent)
• Good interpersonal skills
• Basic computer literacy including MS Office
  
  

Desirable criteria

• Previous NHS experience
• Experience of using Lorenzo (hospital computer system)
  
  

Work Experience

Essential criteria

• Demonstrable customer service experience
• Previous clerical experience
  
  

Desirable criteria

• Experience of managing a team
  
  

Knowledge/Skills/Abilities

Essential criteria

• Excellent communication skills
• Ability to work as part of a team
• A flexible and innovative approach
  
  

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.