Job summary
Job Purpose
The post-holder will provide a co-ordinated administrative support to the PA, Leadership Team as directed by the PA and Performance and Operations (POM) team. Support with face to face, email and general queries that reach the management office, actioning or delegating as appropriate.
The post-holder will be able to use their initiative and will be able to work collaboratively with other administrative staff to ensure that tasks are undertaken in an efficient and timely way.
The post-holder will be able to remain calm under pressure and will have excellent interpersonal skills.
A high level of typing accuracy is needed.
Main duties of the job
Provide a co-ordinated medical/general secretarial support to the PA and Performance and Operations team including diary management.
Support with line managing BEH Medical Secretaries, allowing time for active management of the typing delay targets and attend tri-weekly Situation Report Meetings.
Be responsible for band 2 and band 3 HR requirements of BEH Medical Secretaries including appraisals, sickness, and disciplinary process as well as recruitment.
Act as point contract for clinical noting queries from the medical secretary team.
Provide support to band 4 medical secretaries with sub-speciality meetings.
Support PA with Medical Secretary meetings as required and sub-specialities.
Support PA and performance and operations team with all aspects of Healthroster.
To support with transition of shared documents from workspaces to Teams channels and manage the document storage/access to maintain order.
About us
University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) is one of the largest acute Trusts in the country, bringing together a combined workforce of over 13,000 staff and over 100 different clinical services across 10 different sites, serving a core population of more than 500,000 people across South West England. UHBW has been rated by the CQC as 'Good' overall and our staff are proud to deliver excellent care to the people of Bristol, Weston and beyond. As a forward-thinking multi-award winning Trust and a digital exemplar committed to improving patient care, our world-leading research and innovations are having a positive local and global impact. 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 the South West has to offer. UHBW is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. 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 in order to ensure we're meeting our pledge.
Job description
Job responsibilities
For a more detailed job description and main responsibilities, please refer to the job description document attached to this vacancy.
Job description
Job responsibilities
For a more detailed job description and main responsibilities, please refer to the job description document attached to this vacancy.
Person Specification
Qualifications
Essential
- Degree or equivalent work experience
- Evidence of commitment to continuing personal development
Desirable
- Formal typing/word processing qualifications (RSA II/III)
Skills and Abilities
Essential
- Excellent organisational and administrative skills with a high level of accuracy
- Ability to quickly understand complex concepts and prioritise accordingly
- Excellent communication and interpersonal skills in order to build and maintain positive working relationships with internal colleagues & external clients
- Accurate keyboard skills
- Ability to deal with occasional distressing or emotional circumstances
- Ability to work as part of a team
- Ability to use Microsoft Office or evidence of training in MS Office applications
- Ability to work under own discretion and initiative with a methodical and organised approach without supervision
- Proven ability to meet deadlines and work under pressure with skills relating to prioritisation, delegation and time management
- Ability to communicate effectively and appropriately both written and verbally with a wide range of people within and outside the Trust
Knowledge and Experience
Essential
- Experience working as a secretary or medical secretary in a busy office
- Experience of working in a Divisional team environment supporting individual projects and administration or equivalent
- Experience dealing with the public, multi-disciplinary team both on the telephone and in person
Desirable
- Previous experience of the NHS
Aptitudes
Essential
- A positive, friendly disposition and self-motivator
- A pride in the quality and accuracy of your work and attention to detail
- Co-operative, helpful and flexible attitude to work
- Enjoys challenge and demonstrates resilience
- Genuine interest in the structure and work of the Trust
- Willingness to undertake training and develop additional skills
- Forward thinking, innovative and proactive approach to work
- Ability to concentrate to produce reports, transcribing minutes when there may be interruptions to deal with and unforeseen events
Person Specification
Qualifications
Essential
- Degree or equivalent work experience
- Evidence of commitment to continuing personal development
Desirable
- Formal typing/word processing qualifications (RSA II/III)
Skills and Abilities
Essential
- Excellent organisational and administrative skills with a high level of accuracy
- Ability to quickly understand complex concepts and prioritise accordingly
- Excellent communication and interpersonal skills in order to build and maintain positive working relationships with internal colleagues & external clients
- Accurate keyboard skills
- Ability to deal with occasional distressing or emotional circumstances
- Ability to work as part of a team
- Ability to use Microsoft Office or evidence of training in MS Office applications
- Ability to work under own discretion and initiative with a methodical and organised approach without supervision
- Proven ability to meet deadlines and work under pressure with skills relating to prioritisation, delegation and time management
- Ability to communicate effectively and appropriately both written and verbally with a wide range of people within and outside the Trust
Knowledge and Experience
Essential
- Experience working as a secretary or medical secretary in a busy office
- Experience of working in a Divisional team environment supporting individual projects and administration or equivalent
- Experience dealing with the public, multi-disciplinary team both on the telephone and in person
Desirable
- Previous experience of the NHS
Aptitudes
Essential
- A positive, friendly disposition and self-motivator
- A pride in the quality and accuracy of your work and attention to detail
- Co-operative, helpful and flexible attitude to work
- Enjoys challenge and demonstrates resilience
- Genuine interest in the structure and work of the Trust
- Willingness to undertake training and develop additional skills
- Forward thinking, innovative and proactive approach to work
- Ability to concentrate to produce reports, transcribing minutes when there may be interruptions to deal with and unforeseen events
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.
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).
Additional information
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.
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
University Hospitals Bristol and Weston NHS Foundation Trust (UHBW)
Address
Bristol Eye Hospital
Lower Maudlin Street
Bristol
BS1 2LX
Employer's website
https://www.uhbw.nhs.uk/ (Opens in a new tab)
