The Admin Support Assistant at University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) is responsible for ensuring that patient notes are accurately retrieved, organized, and prepared for pre-operative assessments or surgeries. Key duties include collating and quality-checking patient case notes, managing administrative tasks within the Admissions Office, covering reception as needed, and handling communications with patients and healthcare professionals regarding notes and referrals. The role requires maintaining accurate information in the Trust's patient information system, prioritizing workload effectively, and assisting in the overall smooth operation of the Admissions Office.
Additionally, the post holder will engage in general administrative duties such as filing, faxing, and managing correspondence while fostering effective communication with staff and patients. The position demands a commitment to confidentiality, tactfulness, and professional development through training and performance appraisals. The successful candidate must be prepared to escalate any patient pathway issues as they arise and collaborate as part of a team to achieve departmental objectives.
Additionally, the post holder will engage in general administrative duties such as filing, faxing, and managing correspondence while fostering effective communication with staff and patients. The position demands a commitment to confidentiality, tactfulness, and professional development through training and performance appraisals. The successful candidate must be prepared to escalate any patient pathway issues as they arise and collaborate as part of a team to achieve departmental objectives.
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.
To assist with general admin duties within the Admissions Office, including the below:
- To cover reception when required
- To pull and prep case notes in readiness for theatre lists and outpatient appointments for patients
- Dealing with phone calls from patients, GPs, secretaries and other departments.
- To be responsible for entering and updating accurate information on the Trust's patient information system
- Communicating effectively and accurately, acting confidentially, discretely and tactfully where necessary, via telephone and face to face contact with patients, visitors and staff
- 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, faxing, collecting post and distributing to colleagues and other departments
- Assisting with the smooth running of Admissions Office 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
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For a more detailed job description and main responsibilities, please refer to the job description document attached to this vacancy.
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