Detailed Job Description And Main Responsibilities

Reception Duties

• To act as receptionist by welcoming and orientating patients and visitors to the department.
• To participate in the preparation and the running of the reception.
• To answer telephone enquiries from patients, medical staff and other hospitals, dealing with enquiries in a professional manner and referring to the relevant person where necessary.
• To prepare out-patient notes ensuring all relevant documentation is included, where required.
• Taking responsibility for the tracing in and out of medical records, where required, including upload to the appropriate digital systems.
• To ensure all outcomes are completed on the PAS system, as indicated by clinical staff.
• To be responsible for restocking stationary, ensuring order forms are signed by the Support Manager
• To maintain patient confidentiality at all times.

Administrative Duties

• Contacting patients and colleagues with complex and sensitive situations, from a variety of hospital services and departments.
• Undertake updating of patient information, using Departmental IT systems.
• To assist in the provision of a comprehensive administrative service for scientific staff, typing general correspondence, reports, clinic letters and any other items required for the efficient operation of the department, working within clearly defined limits.
• To participate in the circulation of incoming and despatching outgoing mail.
• To participate in the answering of telephone calls, directing enquiries to the appropriate members of staff.
• To assist in the maintenance of patient files, correspondence, reports and other documentation.
• Providing appropriate cover during annual leave or sick leave, to ensure the smooth running of the department.
• Operate various computer software packages as necessary.
• Assisting in the provision of patient notes/information for audit purposes.
• Work within Health and Safety standards.
• Perform photocopying, scanning, emailing and filing as appropriate.
• Participate in Trust appraisal scheme.
• To undertake further training or attend courses relevant to the duties of the job, as required.
• Liaise with staff at other hospitals or centres in the pursuit of information essential to patient care.
• Scanning of patient records using Department IT system.
• Arranging for the transportation of specimens using appropriate local/national/international courier, ensuring the preparation of all necessary documentation including customs declarations for the Bristol 3D Medical Centre.
• Undertake small administrative projects to aid organisation of the department and services, such as maintaining and developing a digital filing system for referrals to sort and order the way in which they are processed.
• Maintaining strict confidentiality at all times on all matters relating to patients and/or staff.
• All work to be performed to Trust and Department standards.

Person Specification

Qualifications

Essential criteria

• GCSE English and mathematics or the potential to achieve this level of education / skills equivalent

Experience

Desirable criteria

• Experience of working in the NHS or similar organisation

Personal Qualities

Essential criteria

• Ability to develop relationships with people at all levels, to communicate clearly and effectively and to work as part of a team and quickly adapt to changing situations in a busy environment.

We Hope That You Will Decide to Join Us

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.