This post is only open to internal applicants.
Admin Support Assistant
Band 2
Main area Surgery Grade Band 2 Contract Permanent Hours Full time - 37.5 hours per week (Mon-Fri) Job ref 387-S4568-CG
Site Bristol Eye Hospital Town Bristol Salary £24,465 pa pro rata Salary period Yearly Closing 17/07/2025 23:59
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.
To ensure the patient notes are available where they are needed to support patient care.
The post holder will be responsible for retrieving case notes, and for collating, organising, and quality checking case notes in readiness for pre-operative assessments or surgery.
In addition, the post holder will be willing to assist with other administrative duties and liaise with clinicians around any note or referral queries.
Main duties of the job
To assist with general admin duties within the Patient Access Office, including the below:
* Dealing with phone calls from patients, GPs, secretaries and other departments.
* Communicating effectively and accurately, acting confidentially, discretely and tactfully where necessary, via telephone and face to face contact with patients, visitors and staff
* To be responsible for entering and updating accurate information on the Trust’s patient information system
* To prioritise own workload and to keep accurate records of patient’s availability, to ensure that the patient’s pathway is complete
* General administration e.g. filing, collecting post and distributing to colleagues and other departments
* Assisting with the smooth running of Patient Access by working as a member of a team, as required
* To escalate any issues regarding patient pathways to the line manager as appropriate
* To undertake any other appropriate duties, as agreed with the line-manager
* To undertake any training required to meet professional and Personal Development Plan
* Attend annual appraisal meetings and take responsibility for all mandatory and statutory training ensuring it is up-to-date
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
* Clerical/administrative experience/Secretarial
* Understanding of specialist medical terminology
* Experience of dealing with the public, both on the telephone and in person
* 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
* 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
* Ability to deal with non-routine issues on own initiative
We hope that you will decide to join us and become part of this exciting journey, helping us to shape our future 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.
Employer certification / accreditation badges
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
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