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Job Overview
Job Role: Administrative Support – Gynaecology and Colposcopy Team
Division: Women’s & Children’s
Overview
You will provide essential secretarial and administrative support to the gynaecology consultants within the Women’s & Children’s Division. Working as part of a dedicated team, you will ensure the smooth operation of the service by managing day-to-day administrative tasks, liaising with staff, and maintaining effective communication.
Key Responsibilities
- Provide secretarial and administrative support to gynaecology consultants.
- Liaise with all staff within the division to facilitate efficient service delivery.
- Manage telephone calls, queries, and correspondence professionally and promptly.
- Work to deadlines to ensure timely completion of tasks.
- Provide cross-cover support to colleagues during annual leave or sickness absence.
- Maintain accurate records and assist with scheduling appointments and meetings.
- Assist in coordinating clinic schedules and supporting patient pathway management.
Main duties of the job
- Responsible for processing clinic letters and general correspondence
- Receive, sort and prioritise daily correspondence.
- Booking, maintaining and utilising clinics
- Maintain good communication with the team in order to achieve efficient teamwork.
- Contribute to the review of administrative and clerical functions within the department
- Photocopying/filing and other administrative duties to ensure the efficient running of the office.
- Prioritise sometimes conflicting department requirements, independently of, or with consultants and other secretarial support to meet deadlines – i.e. 5 day turnaround for clinics.
- Organise meetings, including the booking of rooms as necessary, for the clinicians and their teams as required.
- Act as a contact point, liaising with patients, medical and nursing staff and other external agencies dealing with queries competently and professionally, taking action when appropriate in accordance with Data Protection.
To provide secretarial cover and undertake general office duties as necessary within the department.
- To effectively deal with incoming mail for clinicians.
Such other reasonable duties, appropriate to a Band 3.
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
- Responsible for processing clinic letters and general correspondence
- Receive, sort and prioritise daily correspondence.
- Booking, maintaining and utilising clinics
- Maintain good communication with the team in order to achieve efficient teamwork.
- Contribute to the review of administrative and clerical functions within the department
- Photocopying/filing and other administrative duties to ensure the efficient running of the office.
- Prioritise sometimes conflicting department requirements, independently of, or with consultants and other secretarial support to meet deadlines – i.e. 5 day turnaround for clinics.
- Organise meetings, including the booking of rooms as necessary, for the clinicians and their teams as required.
- Act as a contact point, liaising with patients, medical and nursing staff and other external agencies dealing with queries competently and professionally, taking action when appropriate in accordance with Data Protection.
To provide secretarial cover and undertake general office duties as necessary within the department.
- To effectively deal with incoming mail for clinicians.
Such other reasonable duties, appropriate to a Band 3.
Person specification
Experience
Essential criteria
- Experience in an Admin Role
Desirable criteria
- Experience using in house PAS system
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.
