Detailed Job Description and Main Responsibilities

Working for your organisation contd:

This role is to support our Neurology team within the Neurological and Musculoskeletal Sciences Division (NMSK). You will work within a team to provide administrative support booking urgent appointments, monitoring the department email and responding to enquiries, managing the incoming department post. You will liaise with staff within the NMSK department to ensure the smooth running of the service

working to deadlines, dealing with daily queries including telephone management and cross cover to manage annual leave and sickness absence.

Main Responsibilities

• Responsible for processing clinic letters/test result letters general correspondence, and other tasks required by the department
• Receive, sort and prioritise daily correspondence.
• Monitor waiting lists proactively.
• Contribute to the review of administrative and clerical functions within the department and make recommendations to enhance the service provision for all users of 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

Education and Qualifications

Essential criteria

• Educated to GCSE, grade C or above (or equivalent) in English Language and Maths (A&I)

Knowledge, Skills, and Abilities

Essential criteria

• Clerical/administrative experience
• Excellent IT skills
• Ability to work under pressure, meeting deadlines whilst maintaining a high standard of accuracy
• Confidence to handle difficult conversations

Desirable criteria

• Working knowledge of Patient Administration System

Experience

Essential criteria

• Experience of dealing with the public on the phone and by email

Desirable criteria

• Previous NHS experience

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.