Senior Medical Secretary

As an organisation we recognise the value of a healthy work-life balance. When applying, speak to us about how we might be able to accommodate flexible working, so your work life fits around your home life.

We particularly welcome applications from Black, Asian and minority ethnic candidates as they are under-represented within the Trust.

Click on this link to find out about our values https://www.uhbw.nhs.uk/p/about-us/our-trust-values

Job overview

The adult critical care team are looking for a dynamic and engaging individual, with a proven track record in similar senior administrative post. The adult critical care services at the Bristol Royal Infirmary care for over 3000 patients a year and this post is vital to the overall administrative support of the medical workforce.

The post holder can expect to work within a highly supportive team, in a multifaceted role that is vital to the day to day running of the administrative needs of the service.

Main duties of the job

The post holder will work within University Hospitals Bristol and be responsible for providing an efficient and effective PA/secretarial service for the GICU/CICU Intensivist team, and to the wider GICU senior leadership team as required.

The post holder will minute all meetings for the adult critical care services within the governance framework, ensuring minutes are accurate and reflective of meetings and will maintain ongoing action logs.

The post holder will work closely with the consultant rota lead, adding resident doctor rotas to the allocate system and supporting with the publishing of locum shifts via allocate and locum’s nest.

Working for our organisation

Anonymous information will be used from your application in order to ensure we’re meeting our pledge.

Detailed job description and main responsibilities

For a more detailed job description and main responsibilities, please refer to the job description document attached to this vacancy.

Person specification

Knowledge and Experience

• Clerical/administrative/Secretarial/PA experience
• Understanding of specialist medical terminology
• Experience of dealing with the public, both on the telephone and in person
• Experience of comprehensive minute taking within an MDT setting
• Knowledge of NHS policies and/or procedures

• Previous NHS experience

Skills and Abilities

• 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
• Ability to adapt to use new computer packages and programmes
• Confidence to handle difficult conversations with patients, relatives and carers
• Effective organisational skills
• Good IT skills including Microsoft packages
• Attention to detail
• Ability to deal with non-routine issues on own initiative

Qualifications and Training

• Educated to GCSE, grade C or above (or equivalent) in English Language and Maths
• Qualified in word processing or audio typing
• Business and Administration Level 3 NVQ or equivalent experience

Aptitudes

• Respecting Everyone
• Embracing Change
• Recognising Success
• Working 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.
• UHBW 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 University Hospitals Bristol and Weston 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.