Receptionist & Administration Assistant

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Job Overview

A fantastic opportunity has recently arisen within the Urology Team at Weston General Hospital as we are advertising for Receptionists & Administration Assistant to join the team. This is a fixed term contract until March 2026.

This team are focused on providing a welcoming and professional service to our urology patients, to ensure medical notes notes are prepped and ready for the clinical teams and to ensure the patient attendances are recorded on the system.

The ideal candidate will need to be able to work in a calm, logical, organised and methodical way whilst being able to multi-task in a busy environment with complex patient pathways.

This role also involves working closely with the secretarial teams.

If you would like any more information about this vacancy or to arrange an informal discussion/visit please contact Paula Young via email: [email protected] or via phone: 01934 647149

Main duties of the job

The Urology outpatient receptionist & Administration assistant is the face of the department providing a friendly and professional welcome to patients, staff, visitors and service users.

To ensure medical notes are prepped and available for all patients attending the urology outpatient clinics.

To play a central role within the service and to work in close liaison with colleagues, staff in other departments, GPs, patients and the general public.

To work well as part of a team whilst being able to use their own initiative to provide administrative support to ensure effective high quality service is provided.

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 specialties. Our vision is that by enabling our teams to be the best that they can be, we will provide exceptional healthcare, personally delivered.

We commit to treating each patient as an individual with respect and dignity, aiming to deliver excellent clinical outcomes and a first-class experience for everyone who uses our services.

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 friendly and professional welcome to visitors, patients, staff and service users.
• Answer the telephone, deal with queries relevant to the service and/or take accurate messages, record details and pass on to the appropriate team/individual.
• Assist colleagues in providing and maintaining efficient day to day operation of the medical records to facilitate optimum accessibility to patient records pertaining to the service.
• Deal with various enquiries via phone, face to face, email or mail from GPs, consultants, specialist nurses, relatives, patients, other medical staff and external organisations in a compassionate and professional manner.
• Liaise with other departments i.e. patient access team, medical records, secretaries etc. developing positive and co-operative working relationships.
• Be able to respond to emotional members of the public/relatives in a calm and professional manner, understanding limitations of role and how to access support.
• Responsible for scanning documents from the Weston site to Southmead site for urology admissions.
• Act as a supportive and adaptable team member,
• Demonstrate a professional approach in handling sensitive and confidential information in line with the Data Protection Act.
• Take responsibility for own role, identifying any knowledge/skills gaps where additional support/training is needed.
• Responsible for maintaining IT literacy and updating skills in line with the introduction of new systems within the Trust
• Actively participate in the Trust’s annual appraisal process providing evidence to meet the Knowledge Skills Framework requirements of the post.
• Please see job description for further duties and responsibilities
  
  

Person specification

Education/Training/Qualifications

Essential criteria

• GCSE or equivalent qualifications
• IT literate eg, email, word processing, with experience of inputting data into a computer system
  
  

Work Experience

Essential criteria

• Experience of general office administrative and clerical duties and equipment
• Working knowledge of Microsoft Office packages i.e. Word, Excel, Outlook etc
• Experience of customer services
  
  

Desirable criteria

• Previous NHS or healthcare experience including hospital IT systems
  
  

Knowledge/Skills/Abilities

Essential criteria

• Able to deal with day-to-day duties and tasks in a calm and organised approach
• Abie to put in place and follow processes and procedures
  
  

Personal Qualities/Special Circumstances

Essential criteria

• Good verbal & Written communication skills, with a professional manner
• Work with confidence and sympathy when dealing with patients, carers and visitors
• Working with confidential information and able to demonstrate understanding of confidentiality
• Able to work as independently as well as part of a wider team
  
  

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.