Team Administrator (Apprentice) - ref. w47352903
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
Are you looking for a rewarding admin role and want to join a fast pace forward thinking team? We are a friendly department with the support of 3 admin staff. This is a fast-growing department, and you will need to be able to adapt within the admin team.The post holder will study for Business Administration Level 3. Working in a busy and sometimes demanding role, within a supportive team, you must be a good team player and enjoy working within a multidisciplinary team. The applicant should have good organisational and interpersonal skills as well as the ability to work well under pressure and be able to use their own initiative.
As the post deals with patients, relatives and healthcare professionals on the telephone, applicants must have excellent communication skills and will be expected to have a courteous and efficient telephone manner. You will need to have a good working knowledge of Microsoft Word; Outlook 365 and calendars.
Main duties of the job
Main Duties and Responsibilities. Working towards:
- learning to escalate patient queries, and general issues to the role’s line manager or relevant clinical staff as appropriate.
- Using the email system to support smooth communication within the dietetic department and with ancillary personnel.
- Carrying out a range of routine clerical activities such as answering the telephone and distributing telephone messages; photocopying; disposal of confidential material; collecting and despatch of post as required; lamination and scanning of documents.
- Learn to act as a supportive and adaptable team member and assisting with the work of other team members, to include providing annual leave/sickness cover for colleagues as and when required.
- To show a caring and professional approach towards patients, relatives, and carers. This may require acting with resilience to deal with sometimes distressed patients and relatives in an empathetic manner.
- Assist with the inputting of patient data onto the computer system.
- To learn to manage patient communications via telephone and use Trust systems to create letters, emails and text reminders.
- Ensuring stocks of diet sheet/leaflets systems are maintained appropriately.
- Implement the policy and investigate patients who do not attend (DNA) their appointment.
- Attend appropriate meetings as required by the role’s line manager.
Working for our organisation
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.
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
Essential criteria- Experience of dealing with the public, both on the telephone and in person.
- Basic clerical skills
- Previous NHS experience
- Working knowledge of admission policies and procedures
Skills and Abilities
Essential criteria- 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 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 admission policies and procedures
Qualifications and Training
Essential criteria- Educated to GCSE, grade C or above (or equivalent) in English Language and Maths
- 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.