Job summary
Band 4 Senior Medical Secretary 22.5 hours (flexibility for more or less hours if interested) - Psychological Health Services
An exciting opportunity has arisen for a Band 4 Medical Secretary to join the administrative team in the Psychological Health Services Department. We are looking for an enthusiastic and dynamic candidate who thrives in a busy and supportive working environment.
The post holder will ideally have a range of secretarial and administrative experience, preferably in a hospital environment, though other administration experience will be valued in this role.
The post holder should enjoy working in a busy environment with the support of an appreciative and wellbeing focused team. The candidate should be a good team player and recognise their crucial role in support of a multidisciplinary clinical team. They will need to be able to manage and prioritise workload appropriately and with support.
Applicants should have excellent organisational, communication and interpersonal skills with a courteous and efficient telephone manner. The ability to use initiative and seek advice and support as required is essential to this role.
This is post is made up of 22.5 hours permanent with opportunities for more hours available if interested - please call 0117 342 8168 and ask for Hannah Jones to discuss further.
Main duties of the job
To provide administrative support to a team of Clinical Psychologists including:
- Acting as a point of contact for patients, relatives and carers
- Supporting Clinical Psychologists with administration to deliver inpatient/outpatient service and staff wellbeing services
- Escalating queries appropriately
- Assisting with processing of incoming and outgoing communication
- Organising departmental events
- Supporting with maintenance of systems used for patient records, staff annual & sick leave, staff expenses and departmental communication
- Assisting with arranging patient appointments when required
- Outlook diary management
- Ensuring consistent provision of administration including delegation of tasks when required
- Ordering departmental supplies
This post will provide the applicant with an opportunity to gain additional valuable administration experience together with the opportunity to develop additional skills and undertake additional training and responsibilities as appropriate/desired.
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
Education and Qualifications
Essential
- Educated to GCSE, grade C or above (or equivalent) in English Language and Maths
- Qualified in word processing (or equivalent)
- Business and Administration Level 3 NVQ or equivalent experience
Skills and Abilities
Essential
- Effective and polite manner when dealing with people, both face to face and on the phone
- Able to work under pressure and meet deadlines whilst maintaining a high standard of accuracy
- Ability to work effectively in a busy team, adjust to change and motivate others
- Ability to work independently, managing own workload, whilst providing supervision and support to others
- Confidence to handle difficult conversations with patients, relatives and carers
- Ability to adapt to use new computer packages and programmes
- Effective organisational skills
- Good IT skills including Microsoft packages
- Attention to detail
- Ability to deal with non-routine issues on own initiative
- Flexibility to respond to change & learn new systems
Knowledge and Experience
Essential
- Administrative/secretarial experience working in a busy office environment
- Experience of dealing with the public, both on the telephone and in person
- Working as a team
Desirable
- Knowledge of NHS policies and/or procedures
Person Specification
Education and Qualifications
Essential
- Educated to GCSE, grade C or above (or equivalent) in English Language and Maths
- Qualified in word processing (or equivalent)
- Business and Administration Level 3 NVQ or equivalent experience
Skills and Abilities
Essential
- Effective and polite manner when dealing with people, both face to face and on the phone
- Able to work under pressure and meet deadlines whilst maintaining a high standard of accuracy
- Ability to work effectively in a busy team, adjust to change and motivate others
- Ability to work independently, managing own workload, whilst providing supervision and support to others
- Confidence to handle difficult conversations with patients, relatives and carers
- Ability to adapt to use new computer packages and programmes
- Effective organisational skills
- Good IT skills including Microsoft packages
- Attention to detail
- Ability to deal with non-routine issues on own initiative
- Flexibility to respond to change & learn new systems
Knowledge and Experience
Essential
- Administrative/secretarial experience working in a busy office environment
- Experience of dealing with the public, both on the telephone and in person
- Working as a team
Desirable
- Knowledge of NHS policies and/or procedures
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 Royal Hospital for Children
Upper Maudlin Street
Bristol
BS2 8BJ
Employer's website
https://www.uhbw.nhs.uk/ (Opens in a new tab)
