Job summary

The post holder to provide Administrate support to the Clinic Coordinators Teams within the Bristol Eye Hospital.

Assisting of uploading e-RS Referrals to Evolve for Triaging by Medical staff and scanning documents. Opening and dealing with incoming Post and Faxes.

Dealing with routine emails from various teams mail boxes. To support Clinic Coordinators taking Telephone calls from GP’s and Patients.

Main duties of the job

  • To support the triaging of referrals by liaising with key clinical staff,
  • Manage patient communications both via telephone and through Trust systems to create letters, emails and text reminders
  • To act as a point of contact for queries from clinical and non-clinical staff
  • Liaise with clinical and non-clinical teams across the Trust and external organisations including via telephone and email
  • 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 as instructed, often at short notice
  • Assisting with uploading patients e-RS referrals to Evolve for electronic Triage and checking patients details with SCR and supporting clinic coordinators with cancelling clinics
  • 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 a professional and empathetic manner

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.

Date posted

28 April 2023

Pay scheme

Agenda for change

Band

Band 2

Salary

£20,669 to £21,318 a year pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

387-S-5716-NG

Job locations

Bristol Eye Hospital

Lower Maudlin Street

Bristol

BS1 2LX

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

Qualifications and Training

Essential

  • Good standard of general education GCSE’s at grade C or above
  • Microsoft office packages – Word, Excel and Outlook

Desirable

  • Administrative qualification or working towards NVQ level 2, or equivalent qualification or experience

Knowledge and Experience

Essential

  • Clerical / administrative experience, including filing and/or reception
  • Previous NHS experience
  • Previous Customer Service experience
  • Experience of dealing with the public, both on the telephone and in person
  • Experience of developing and maintaining professional working relationships

Desirable

  • Knowledge of NHS RTT pathways
  • Experience of using a Patient Administration System

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 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

Desirable

  • Working knowledge of outpatient policies and procedures

Aptitudes

Essential

  • A pride in the quality and accuracy of your work and attention to detail
  • Co-operative, helpful and flexible attitude to work
  • Genuine interest in the structure and work of the Trust
  • Willingness to undertake training and develop additional skills
  • Forward thinking, innovative and proactive approach to work
  • Remain calm in stressful situations with strong resilience
Person Specification

Qualifications and Training

Essential

  • Good standard of general education GCSE’s at grade C or above
  • Microsoft office packages – Word, Excel and Outlook

Desirable

  • Administrative qualification or working towards NVQ level 2, or equivalent qualification or experience

Knowledge and Experience

Essential

  • Clerical / administrative experience, including filing and/or reception
  • Previous NHS experience
  • Previous Customer Service experience
  • Experience of dealing with the public, both on the telephone and in person
  • Experience of developing and maintaining professional working relationships

Desirable

  • Knowledge of NHS RTT pathways
  • Experience of using a Patient Administration System

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 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

Desirable

  • Working knowledge of outpatient policies and procedures

Aptitudes

Essential

  • A pride in the quality and accuracy of your work and attention to detail
  • Co-operative, helpful and flexible attitude to work
  • Genuine interest in the structure and work of the Trust
  • Willingness to undertake training and develop additional skills
  • Forward thinking, innovative and proactive approach to work
  • Remain calm in stressful situations with strong resilience

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.

Certificate of Sponsorship

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

Certificate of Sponsorship

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) .