Sleep Unit Administrator - ref. w51579803

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.

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Job overview

The Sleep Unit within the Bristol Royal Infirmary are looking for an Administrator to support the clinical team in the unit and work alongside other admin teams, such as Clinic Co-ordinators Medical Secretaries and Receptionists. We are a friendly, supportive team and work hard together to deliver outstanding patient care.

We are looking for someone who is able to adapt to new ways of working as we make changes throughout the Covid 19 pandemic to support approximately 10,000 patients within our service.

This post is initially a fixed term contract for 15 months. The role is for 37.5 hours per week, and we can offer some flexibility in regards to the exact times that these hours are worked (although they will need to fall with daytime hours, Monday-Friday).

There may be a requirement in the future for this role to occasionally work within other hospital sites such as SBCH, however this would always be in discussion with the post-holder.

• To support the triaging of referrals by liaising with key clinical staff.
• Manage patient communications via telephone, letters and emails.
• To act as a point of contact for queries from clinical and non-clinical staff.
• Assist clinical staff in setting up virtual appointments and liaising with patients to ensure that all necessary information is required in advance of their appointment.
• Liaise with external companies and services (e.g. courier companies) to organise clinical equipment being sent between patients and the Trust.
• Escalate patient queries, capacity problems and general issues to the role’s line manager or relevant clinical staff as appropriate.
• Communicate changes to clinics and appointments to patients at short service, sometimes at short notice.

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/administration experience including filing or reception work
• Experience of dealing with the public, both on the telephone and in person

• Previous NHS experience
• Experience of using a Patient Administration System

Qualifications and Training

• Educated to GCSE, grade C or above (or equivalent) in English Language and Maths

• Business and Administration Level 3 NVQ or equivalent 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
• Able to work effectively in a busy team, adjust to change and motivate others
• Ability to work on your own, using your own initiative if required
• Confidence to handle difficult conversations with patients, relatives and carers
• Effective organisational skills
• Good IT skills including Microsoft packages
• Attention to detail

• Working knowledge of outpatient policies and procedures

• 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.