About this role
Job summary
If you are inspired at the thought of delivering integral support within a team passionate about providing the best care for women and their families, this may be the role for you!
This is a Fixed Term or Secondment opportunity to cover Maternity Leave. Secondment would be accepted with prior approval from your line manager.
We are looking for an enthusiastic individual to join the obstetric and maternity department, playing a key role within our clinical teams as a senior medical secretary.
Our services run Monday to Sunday, including bank holidays, however this role will be focused on supporting the clinical teams during the Monday-Friday working week. This is a substantive position.
Working within our Trust, you will receive excellent benefits, including access to:
Competitive NHS Pension Scheme Local/UK NHS Discount schemes Training and development opportunities through annual appraisal-reviews Comprehensive Health and Wellbeing support from our award-winning team
Main duties of the job
Applications are invited from enthusiastic, adaptable individuals who would enjoy working as part of a friendly team providing the obstetric service in this busy department.
To provide a full administrative service, to include clerical and secretarial support for its consultant obstetricians and junior doctors. This will include (but is not limited to) the typing of and distribution of patient communications, taking minutes, diary management, Multi-disciplinary Team (MDT) coordination, answering telephone queries, maintaining waiting lists and booking appointments.
You will be able to work as part of a team, be able to demonstrate adaptability and initiative and have good communication and organisational skills. Applicants are required to have good keyboard skills and a working knowledge of NHS IT systems would be desirable, although full training will be provided.
This is a fixed term, part time position (22.5 hours must be available on Wednesday and Friday), although we would welcome applications from suitable applicants who would prefer different hours. If you would like to work less than full time, or non-standard hours, please specify this in your application and we will be happy to discuss with you at interview.
About us
North Bristol NHS Trust employs over 12,000 staff providing healthcare to the residents of Bristol, South Gloucestershire and North Somerset from our award-winning hospital building at Southmead. We are the regional Major Trauma Centre, and an internationally recognised centre of excellence in a range of services and major specialities. Our vision is that by enabling our teams to be the best that they can be, we will provide exceptional healthcare, personally delivered.
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.
Job description Job responsibilities
To provide secretarial support for the efficient operation of the department Diary management for the Consultant Surgeons To act as a contact point, liaising between patients, medical and nursing staff and other internal and external organisations taking clear and concise messages when required, using personal judgement and sensitivity to resolve as necessary To receive, sort and prioritise daily correspondence for clinicians as required, resolving as appropriate and ensuring all clinical reports/requests are brought to the attention of the relevant clinician to enable appropriate action to be taken To receive and act upon telephone calls and face to face enquiries from patients, relatives and staff giving advice and information in a prompt, helpful and professional manner, handling conversations with sensitivity and confidentiality. Accurately maintain waiting lists where required, including those for pre-pregnancy counselling and post-natal follow-up appointments. To be responsible for the tracking of all medical records and x-rays to and from the department and to ensure that they are kept in a tidy order when they are in the department Able to use (or be prepared to learn) the in-house Patient Administration System and other hospital IT systems ensuring that the department functions within the Trusts standards for the integrity of data collection To work closely with senior colleagues within the team to ensure effective secretarial support and cover Work together as an effective team worker, providing cover for colleagues in times of absence / annual leave as requested by line manager Undertake photocopying, filing and other general administration duties such as monitoring stationary supplies to ensure the efficient running of the office Willingness to support and assist junior members of the team and others across the maternity & obstetric department as required, including assisting in the training of new starters Willingness to undertake further training and development Promote and uphold excellent standards in customer service Maintain terms of references and agendas and take/distribute minutes at several monthly meetings, please note this may include topics related to Bereavement and Miscarriage Coordinate and provide administration for MDT meetings, manage outcomes and liaise with clinician's and patients. The post holder will be expected to make changes in own work practices in accordance with service needs and demands and offer suggestions for improving services Such other reasonable duties, appropriate to a Band 4, as agreed with the line manager from time to time
Person Specification
Education/Training/Qualifications Essential
Good general education including GSCEs to grade C or above in Maths and English (or equivalent) Advanced Computer Skills (Microsoft Office)
Desirable
RSA 3 Standard or equivalent Patient Administration System (PAS) Training
Work Experience Essential
Experience of working under pressure Experience of working as part of a team in a multi-disciplinary environment Experience of working in the NHS or similar organisation
Desirable
Experience of taking minutes Previous secretarial experience Experience of supervising a team
Knowledge/Skills/Abilities Essential
Excellent written/verbal communication skills Excellent customer care skills Ability to work using own initiative Ability to work under pressure within a stressful environment Ability to prioritise own workload, work to tight deadlines and escalate appropriately when necessary Ability to exercise judgement and take responsibility for actions Ability to promote good working relationships across a multi-disciplinary team Willingness and ability to learn new IT skills
Personal Qualities/Special Circumstances Essential
Confident and empathetic when dealing with patients Ability to remain calm and professional when working under pressure Attention to detail and an organised approach to work
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.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name North Bristol NHS Trust
Address Southmead Hospital
Southmead Road
Bristol
BS10 5NB
Employer's website https://www.nbt.nhs.uk (Opens in a new tab)