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Office Administration Specialist

2 months ago

Bristol, Bristol, United Kingdom North Bristol NHS Trust Full time

Position Overview

We are seeking a personable, adaptable, and efficient individual to deliver comprehensive secretarial and administrative support to the Department of Nutrition and Dietetics. The ideal candidate will demonstrate strong organizational capabilities and the ability to thrive in a fast-paced environment, working both collaboratively and independently while exercising sound judgment.

This role is diverse and engaging, requiring effective communication with patients, the public, and various healthcare professionals, making excellent interpersonal skills essential.

Key Responsibilities

The successful applicant will possess outstanding typing (both audio and copy) and organizational abilities, with a keen eye for detail to assist the Dietetics clinical team. Responsibilities include:

  • Delivering a full range of secretarial and administrative services to the Dietetics team, including audio transcription, management of patient records, and general office organization.
  • Coordinating patient referrals and collaborating with the central booking team for outpatient appointments.
  • Functioning as part of a team, providing coverage as needed and liaising with other departments regarding meeting arrangements and maintaining departmental facilities.
  • Sorting, distributing, and prioritizing incoming correspondence, utilizing judgment to determine which documents require immediate attention from the Clinical Lead.
  • Serving as the primary point of contact for all telephone inquiries and in-person visitors, including patients and healthcare staff, employing developed customer service skills to provide information and take messages.
  • Responding sensitively to patient inquiries, recognizing when to escalate more complex issues to the appropriate dietitian.
  • Managing the answerphone system to ensure it operates effectively in the absence of administrative staff.
  • Receiving and directing written patient referrals to the relevant dietitian.
  • Assisting with the administrative components of the clinical placement program for student dietitians.
  • Ordering non-stock supplies as needed and verifying delivery against invoices.
  • Participating in administrative team meetings, proactively suggesting service enhancements and contributing to departmental initiatives.
  • Identifying personal training and development needs and completing mandatory training as required.
  • Performing other duties as assigned by management that align with the role's responsibilities.

Qualifications

Essential

  • RSA Stage 3 / Audio Typing certification.
  • Proficiency in Microsoft Office Suite, including Word and Outlook.
  • General education level, including English GCSE or equivalent.

Desirable

  • Familiarity with medical terminology.

Experience

Essential

  • Experience in a role with frequent patient interaction.

Desirable

  • Previous experience within the NHS.

Skills and Attributes

Essential

  • Ability to foster cooperation among colleagues.
  • Capacity to handle sensitive interactions with a diverse range of individuals.
  • Strong time management and prioritization skills.
  • Initiative and the ability to work independently.
  • Advanced typing skills, including audio typing proficiency.

Personal Qualities

Essential

  • Warm, approachable, and supportive demeanor.
  • Team-oriented with a proactive attitude.