Antenatal Clinic Administrator

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

• Receive referrals and ensure that they are dealt with according to Trust/departmental process.
• Work as a team to cover all essential duties, including but not limited to reception check in/out, urgent scan booking, first trimester screening, all email inboxes and waiting lists and fetal medicine. To liaise and escalate effectively with the line manager and multi-disciplinary team regarding problems with booking appointments as per policy.
• Book scan and clinic appointments and notify patients of the appointments per the booking policy.
• Book appointments for Eastwood Park, liaising with the Prison and Safeguarding Team to ensure that all information and support is prepared for the appointment.
• Ensure that appropriate paperwork is sent to women in a timely manner.
• Respond promptly to clinic cancellations, ensuring that all women are contacted by telephone and where possible offered a new date at the same time.
• Answer the telephone promptly, and responding enquiries in relation to clinic appointments and general enquires.
• Assist the clinical team with information and problem solving.
• Rearrange appointments as required to due sickness or rota changes.
• Work closely with supervisors for advice where required.
• Escalate any issues to the line manager or clinical team in a timely manner.
• Register new patients - generating hospital numbers for UHBW community Midwives.
• Book urgent scans and Consultant appointments for the urgent scan service (AESS).
• Withdraw clinics as and when required.
• Create ad-hoc appointments/clinic lists on Careflow as and when required.
• Manage consultant-led clinics, making changes to existing clinics as and when required.
• Manage ‘did not attend’ (DNA) outcomes, ensuring that the correct policy and protocol is followed.
• Participate in scheduled team/department meetings and be prepared with appropriate data.
• Be flexible to alter shifts and intended daily work to support cover and duties due to annual leave/ sickness.
• Maintain a high quality in own work and encourage others to do so.
• Participate in the training of new staff to the team.
• Contribute to own personal development and assist with learning and development activities and will be required to attend mandatory training and all training essential to this role.
• Undertake any such duties commensurate with the grading of the post and the post holder should treat this job outline as flexible as it could be amended as the service requirements alter and/or needs of the position develop.

Person specification

Education/Training/Qualifications

Essential criteria

• 5 GCSE as a minimum C or above to include Maths and English or relevant experience.
• Training in in-house computer systems.
• Willing to undertake relevant training as indicated for the role.

Desirable criteria

• NVQ level 2 in a relevant subject.

Work Experience

Essential criteria

• Good standard of computer literacy.
• Previous experience of working in a hospital.

Desirable criteria

• Previous experience working in Antenatal Care.
• Computer qualification.

Knowledge/Skills/Abilities

Essential criteria

• Good telephone manner and ability to handle difficult calls.
• Ability to maintain a high level of confidentiality.
• Good communication and listening skills.
• Ability to understand and put into practice the Trust and Units policies and procedures.

Personal Qualities/Special Circumstances

Essential criteria

• Possess a sensitive, caring and understanding manner.
• Demonstrate a non-judgemental approach to people.
• A flexible approach and willingness to adapt to change and new challenges.
• Needs to be able to work well within a team.

Important Information

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.

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.