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Job Overview
The Administrative Support Role within the Community Midwifery Team will involve working closely within a busy Community based Community Midwifery Team, which are based in a variety of settings across North Bristol NHS Trust. The Post-Holder will be responsible to scheduling of clinics, booking and rescheduling of appointments for Women in both the Antenatal and postnatal period.
Will need to be able to work well within a small team, needing to work and in accordance with our NBT Guidelines, policies, and protocols.
The Role requires an elevated level of contact with the families, by phone, using our service throughout the Maternity pathway, as well as administrative duties associated with clinic management.
In some Teams this will also require some face-to-face interaction if based in the Reception area of the clinic. At times it will be essential to use own initiative, to ensure an effective, efficient, and high quality of administrative support is provided.
Main duties of the job
- Knowledge of Microsoft Word, Data spreadsheets, sufficient to add details.
- Able to complete routine Admin duties, including filing and ordering of stores and equipment.
- Experience of working as a strong team player.
- A good standard of English, sufficient to communicate clearly, both verbally and in writing.
- Comfortable with communication with service users’ telephony including , texts and emails.
- Comfortable with dealing with different levels of staff/colleagues enquiries
- Flexible to take on additional tasks as and when required as the scope is broad in terms of the range of possible duties within the administration of general and ad hoc tasks within the office.
- Able to work within those policies relating to the Trust.
- Good interpersonal skills.
- Ability to work under pressure within a busy community environment whilst remaining calm and providing reassurance.
- The ability to work at a steady pace, with constant interruptions, to ensure deadlines are met.
- Excellent communication skills and the ability to establish and maintain good working relationships.
- The ability to maintain accuracy and pay attention to detail.
- Follows communications department procedures and protocols.
- Committed to supporting high-quality patient care and experience.
- Demonstrates a commitment and recognition to the core values of the NHS and to the Trust’s values.
- Demonstrates a positive and flexible approach in line with the changing nature of the role.
Working for our organisation
Working for our organisation
Our teams value and support each other, demonstrating a great team ethos across the service. We work hard to be as flexible/agile as possible and to promote our civility saves lives and wellbeing programmes.
We welcome and encourage applications from people of all backgrounds. We particularly encourage applications from disabled, Black, Asian and Minority Ethnic (BAME) and candidates from our local communities.
Benefits
Your package with us includes a lot more than just your pay and here are a few of the additional benefits that are available to you as an employee:
- Relocation allowance in line with the Trust policy
- Access to the NHS Pension Scheme
- Generous Holiday Entitlement, starting at 27 days a year (for full time workers) plus bank/public holidays
- Additional ‘wellbeing day’ for 2023
- Free staff car parking
- Physiotherapy Direct
- Career development and training opportunities
- Award winning and comprehensive wellbeing provisions. This includes physical, psychological, lifestyle and financial wellbeing support offers.
- Subsidised meals at our hospital restaurants
- Maternity coffee shop and ‘Garden room’.
- Access to exclusive discounts, cashback and vouchers via NHS Discounts and Blue Light Card
If you share our values of being Caring, Ambitious, Respectful and Supportive and are passionate about working with people on what matters to them, you could be a real asset to North Bristol NHS Trust. We look forward to hearing from you.
Detailed Job Description And Main Responsibilities
Monitor the team’s general communication email inbox, responding to routine enquiries and requests for information within specified timescales, signposting and escalating to midwives.
- Answer the telephone in a timely and appropriate manner resolving issues under guidance and escalating to another member of the team when appropriate.
- Support the team with administration tasks such as diary management, scheduling meetings, the making up of files, filing and general tidiness of the workplace,
- Support the creation, maintenance, and promotion of yearly calendar. Including setting up of clinics, daily activity/communications forward planner to include discharges, visits, cancellations and rescheduling of clinics.
- Set up and support electronic file management of all file types.
- Ordering of supplies, equipment, and monitoring of repairs.
- To maintain the addition of data to spreadsheets, other databases, and electronic systems where appropriate for assessment by senior team members.
- Liaise closely with managers regarding uploaded information in a timely manner, indicating where anomalies may occur.
- Cover team members as appropriate ensuring that documentation is completed as necessary referring to line managers for guidance and sign off of work.
- To undertake photocopying, word processing, compiling information/ packs at the request of line managers to ensure appropriate administration support is always available.
- Ensure that filing is kept up to date and accurate.
- Any duties commensurate with the grade, which may be regular or ad hoc tasks and as directed by the line manager.
- Please note, from time to time you may be expected to take on other tasks and duties, as reasonably requested which are not explicitly outlined in this role profile
Car driver essential as will be required to work across teams with the community midwifery area covered in NBT.
Person specification
Education/Training
Essential criteria
- Evidence of full time education achievements to minimum of GCSE level
- Knowledge of Microsoft Word, Data spreadsheets, sufficient to add details.
- Able to complete routine Admin duties, including filing and ordering of stores and equipment. Comfortable with communication with service users’ telephony including , texts and emails
- Able to demonstrate excellent communication and interpersonal skills and able to work co-operatively with all members of a multi-disciplinary team.
- Experience of working within a team, yet able to work independently
- Able to demonstrate a positive and flexible approach in line with the changing nature of the role
- Committed to supporting high-quality patient care and experience
If you apply for this vacancy and have not received a communication from North Bristol NHS Trust within three weeks of the closing date, please assume that on this occasion your application has been unsuccessful.
Please note that North Bristol NHS Trust does not reimburse travel expenses relating to interview attendance.
If you feel you meet the requirements of the Disability Act / Two Ticks scheme and require further support/advice, please contact us on tel 0117 414 1151.
North Bristol NHS Trust are committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.
The successful applicant(s) will normally commence at the minimum of the scale unless they have previous NHS service at the same band. Progression through the scale is by annual increments.
At North Bristol Trust (NBT), we know diverse and inclusive environments lead to happier and healthier teams and improved patient care and outcomes. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where we all belong. We therefore particularly encourage applications from candidates who are currently underrepresented in NBT’s workforce at Band 8a and above. These include people from Black, Asian and minority ethnic backgrounds, disabled people and LGBTQIA+ people.
Please note that stringent pre-employment checks are undertaken on all successful applicants prior to commencement in post.
