Administrative Assistant

Job summary

The post holder will provide administration support and audio typing to the Gastroenterology and Hepatology service. Provide support to ensure efficient and effective day to day running of the service.

The role requires someone who has great attention to detail and excellent organisational skills for working in a fast paced, busy department. The role will consist mainly of processing clinic and adhoc letters using multiple hospital systems.

You will be required to complete letters to a high standard with accuracy as well as carrying out general clerical duties such as filing, photocopying, scanning, post and any other administrative task in line with banding.

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

Main duties of the job Skills Excellent communication and telephone skills, with the ability to communicate sensitively, tactfully and professionally. Maintain confidentiality and discretion at all times. Ability to work independently, use initiative and prioritise workload effectively.

Proficient in Microsoft Office, including Word, Outlook and Excel, with excellent keyboard skills. Able to follow procedures accurately when processing correspondence and related actions. Experience Fast and accurate typing and processing of large volumes of information.

Excellent written skills, including proofreading and checking accuracy. Experience in an office environment undertaking correspondence, filing, photocopying and general clerical duties. Confident and empathetic communication with patients, GPs and healthcare professionals.

Experience working effectively within a team, ensuring tasks and responsibilities are clearly understood. NHS or similar healthcare experience desirable. Knowledge Computer literate with good knowledge of Word and Outlook; Excel desirable.

Experience entering and retrieving information from computer systems. Knowledge of medical terminology desirable. Understanding of confidentiality and data protection requirements.

Training Experience of audio typing/digital dictation, or willingness to undertake training. Willingness to learn and use the Trust's patient record system. Ability to support and train new team members.

About us

Bristol NHS Foundation Trust brings together more than 28,000 staff to deliver over 160 clinical services across thirteen hospital locations,operatingfrom three main sites at Southmead, Bristol citycentreand Weston. With an annual turnover of £2.3 billion, we are now one of the largest NHS trusts in the United Kingdom.

Our hospitals are spread across Bristol and Weston, join us and you can enjoy the very best of both worlds; city living within a stone's throw of the countryside or beside the seaside, both with easy access to all that theSouth Westhas to offer. Bristol NHS Foundation Trust values all people as individuals.

As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retaina workforce whichrepresentsthe 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 applicationin order toensurewe'remeeting our pledge.

Job description

Job

responsibilities

To accurately and efficiently type letters and documents using an audio dictation system in a timely manner. Processing of patient admin and clinic letters, reviewing, editing, completing, printing and sending a paper copy to the patient.

To look up and check data on the electronic patient record system, including confirmation of the patient/GP address etc. There may be times when patient notes are not available, and more information will need to be retrieved from the IT system.

To save work on the network drive in a format which is consistent with the department and can be easily located and retrieved. To raise any queries relating to specific patient letters or the overall clinic with the appropriate Medical Secretary.

To ensure any actions in dictated correspondence are passed for action to the appropriate personnel. To accurately trace patient notes from one location to another on the electronic patient record system Diligent and accurate processing of patients information.

To enter patient level data onto a spreadsheet in order to monitor test results. To carry out other clerical activities as required, such as photocopying, filing, sorting and distributing letters, sorting post etc.

To answer queries relevant to role from administrative and clinical staff in a professional and courteous manner, referring on to a relevant staff member if necessary. To work in partnership with the Medical Secretary and wider administrative team. To provide cross-cover for colleagues during times of absence.

To ensure patient confidentiality is maintained at all times. To carry out other reasonable duties, appropriate to the grade, as agreed between the post holder and Support Manager.

Person Specification

Education/Training/Qualifications Essential Educated to GCSE English standard or relevant experience. Awareness and compliance of Trust policies and procedures.

Requirement to train on and use the Trust computerised patient record system Experience of audio typing/digital dictation, or requirement to train Desirable A typing qualification such as RSA will be a distinct advantage Experience Essential Must be able to type and process large amounts of typing quickly and accurately Experience of working in an office environment dealing with correspondence, filing, photocopying and general clerical tasks Ability to speak to patients, GP's, and other health care professionals confidently and with empathy.

Ability to work within a multi-disciplinary team.

Experience of working in the NHS or similar organisation Excellent written skills in order to be able to proof read typing Knowledge/Skills/Abilities Essential Must be computer literate and have working knowledge of Microsoft Word and Outlook, with Excel being an advantage Understanding of confidentiality and data protection Desirable Knowledge of entering and accessing data on an organisational computer system Knowledge of medical terminology would be an advantage Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.