Administrative Support Officer
4 weeks ago
Position Overview
We are pleased to announce an opportunity to become a part of our Patient Services Team as an Administrative Support Officer.
The Administrative Support Officer team plays a crucial role in providing a welcoming environment, assistance, information, and guidance to patients undergoing treatment and those living with a cancer diagnosis, as well as individuals with non-malignant blood disorders. This role also involves office-based responsibilities, including scheduling appointments and managing communication systems. Given the diverse range of inquiries, the Administrative Support Officer will frequently collaborate with other administrative teams, such as appointment scheduling teams, clinic coordinators, medical secretaries, nurse specialist support teams, and multidisciplinary team coordinators.
The Administrative Support Officer team operates across multiple locations, ensuring comprehensive support for our patients.
If you are a detail-oriented and self-driven individual seeking a position in a dynamic environment, and you possess exceptional customer service skills, we encourage you to consider this role.
Key Responsibilities
Communication Duties:
- Greet patients upon arrival, ensuring that all personal information is accurate (including address, contact numbers, GP details, and emergency contact information), and record attendance appropriately.
- Communicate with patients, hospital staff, GPs, and support personnel in person, via phone, and through email as necessary.
- Address patient inquiries, capacity issues, and general concerns by escalating them to the appropriate line manager or clinical staff.
- Serve as a primary contact for incoming calls related to outpatient and treatment bookings.
Organizational Responsibilities:
- Perform various clerical tasks, such as handling calls, scheduling clinic appointments, managing blood tests, overseeing the team inbox, and covering reception duties.
- Ensure that patient information materials are current and attend relevant meetings as directed by the line manager.
Information Management Duties:
- Schedule patient appointments in accordance with the Patient Access Policy, generate correspondence, and coordinate with other teams to arrange any necessary appointment-related services.
- Accurately input appointment outcomes, including those for patients who did not attend, into the relevant systems in a timely manner.
- Regularly check the departmental email inbox to stay informed about updates and information.
About Our Organization
University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) is one of the largest acute healthcare providers in the region, employing over 13,000 staff and offering more than 100 clinical services across multiple sites. We serve a diverse population of over 500,000 individuals in South West England. UHBW has received a 'Good' rating from the Care Quality Commission (CQC), and our staff take pride in delivering high-quality care to the communities we serve. As a progressive and award-winning Trust, we are dedicated to enhancing patient care through innovative research and practices. Our facilities are strategically located to provide both urban and rural living experiences, with easy access to the beautiful landscapes of the South West. UHBW is committed to safeguarding the welfare of children, young people, and vulnerable adults, and we strive to create a diverse workforce that reflects the community we serve.
Additional Information
For a comprehensive overview of the job responsibilities and qualifications, please refer to the detailed job description document associated with this position.
Required Qualifications and Skills
Desirable Attributes:
- Experience in a healthcare or public service environment.
- Familiarity with NHS operations.
- Background in clerical or administrative roles, including reception duties.
Essential Skills:
- Professional telephone etiquette.
- Adaptability to various tasks.
- Ability to perform under pressure while maintaining accuracy.
- Strong organizational capabilities.
- Proficiency in IT, including Microsoft Office applications.
- Confidence in managing challenging conversations with patients and their families.
- Attention to detail.
- Capacity to work effectively within a busy team and motivate colleagues.
- Ability to work independently as well as collaboratively.
Educational Requirements:
Essential:
- Minimum of GCSE grade C or equivalent in English Language and Mathematics.
Personal Attributes:
- Supportive and respectful demeanor.
- Innovative mindset.
- Collaborative spirit.
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