The post holder will be required to process clinic letters with speed, whilst maintaining accuracy in detail, ensuring appropriate document layout and often proof reading content to ensure clear and professional dissemination of information.

A methodical approach will be required to ensure all the necessary steps are taken in processing patient correspondence and related actions, including looking up and inputting data from our electronic patient record systems.

The role will also include providing administrative support within the medical secretarial team and there will be a need to book appointments, liaise with patients and wider healthcare professionals, and provide cross cover for others within the administration team to ensure smooth and productive running of the department.

Person specification

Knowledge / Skills / Abilities

Essential criteria

• Competence in preparing and sorting documentation and data, checking layout and content of correspondence for self and clinicians
• Exceptional formatting skills, able to process large amounts correspondence quickly and accurately
• Must be able to demonstrate organisation and prioritisation skills
• Demonstrate working to tight deadlines/under pressure
• Able to work independently in own role, showing initiative but understanding when to seek appropriate guidance
• Understanding of RTT knowledge. Willingness to learn and undertake refresher training

Work Experience

Essential criteria

• Experience of administrative and clerical practices and processes
• Extensive working knowledge of Microsoft Word and Outlook
• Must have used a computerised patient administration system or company database. Willingness to learn new IT skills and technology

Desirable criteria

• Minimum two years secretarial or administrative experience in an office environment
• Experience of having worked in the NHS, or other patient/customer focused environment
• Knowledge of audio typing or digital dictation would be an advantage
• Experience of working with Excel spreadsheets

Education / Training / Qualifications

Essential criteria

• Minimum three GCSE/O’Level qualifications, to include English Language and Mathematics
• RSA or equivalent typing qualification or demonstrated extensive experience and skills

Desirable criteria

• Knowledge of medical terminology

Personal Qualities / Special Circumstances

Essential criteria

• Must be able to produce work of an accurate and high standard
• Very good written skills including good English grammar, in order to be able to proof read typed content
• Very good verbal communication skills, articulate, helpful and confident in dealing with people both face to face and over the telephone
• To be able to maintain good working relationships within own team and wider hospital staff groups/departments
• Professional, courteous and positive approach
• Provide an understanding of the importance of confidentiality and data protection in a hospital environment
• To have a very good time-keeping and attendance record

We hope that you will decide to join us and become part of this exciting journey, helping us to shape our future together.

As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application to ensure we’re meeting our pledge.

The Trust is committed to investing in and caring for all our staff. We will support you in maintaining and improving your health and wellbeing, as well as your career development through management and training support - developing exceptional people for exceptional careers.

BFT is committed to safeguarding and promoting the welfare of children, young people, and vulnerable adults.

To comply with Part 7 of the Immigration Act 2016 all applicants must be able to speak fluent English to an appropriate standard which will be assessed at Interview.

If you require sponsorship for a visa to work in the UK, to avoid disappointment, please check to ensure you are eligible under the UKVI points based system.

The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.

By applying for this post, you are agreeing to Bristol NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job, information will also be transferred into the national NHS Electronic Staff Records system.

Please be aware of scams – unless specified above, we will only communicate with you via @recruit.trac.jobs or nhs.net e-mails and we will never ask you for any payments.

Important

Please note that if you apply for a position with this Trust, you may be contacted via Trac or via email. This includes invites for job interviews. We therefore recommend that you regularly check your Trac account and email accounts. We may also contact you by texting the mobile number, if provided, on the application form.

Due to the high number of applications that are received for some posts we may close this vacancy before the advertised closing date. Therefore, please apply for this post as soon as you can, if you are interested and you meet the requirements of the Person Specification

Only those candidates who clearly demonstrate how they meet the person specification will be shortlisted for this job.

As a guide interviews should usually take place within 3 weeks of the closing date.

When providing employment reference details, please provide correct work-related email addresses so references can be sought promptly when we are looking to progress your application. Your referee must all be known to you in a line manager or professional lead capacity.