Receptionist & Administration Assistant

Job overview

A fantastic opportunity has recently arisen within the Urology Team at Weston General Hospital as we are advertising for Receptionists & Administration Assistant to join the team.  This is a fixed term contract until 31st May 2027.

This team are focused on providing a welcoming and professional service to our urology patients, to ensure medical notes notes are prepped and ready for the clinical teams and to ensure the patient attendances are recorded on the system.

The ideal candidate will need to be able to work in a calm, logical, organised and methodical way whilst being able to multi-task in a busy environment with complex patient pathways.

This role also involves working closely with the secretarial teams.

If you would like any more information about this vacancy or to arrange an informal discussion/visit please contact Paula Young via email: [email protected] or via phone: 01934 647149

Main duties of the job

The Urology outpatient receptionist & Administration assistant is the face of the department providing a friendly and professional welcome to patients, staff, visitors and service users.

To ensure medical notes are prepped and available for all patients attending the urology outpatient clinics.

To play a central role within the service and to work in close liaison with colleagues, staff in other departments, GPs, patients and the general public.

To work well as part of a team whilst being able to use their own initiative to provide administrative support to ensure effective high quality service is provided.

Detailed job description and main responsibilities

• Provide a friendly and professional welcome to visitors, patients, staff and service users.
• Answer the telephone, deal with queries relevant to the service and/or take accurate messages, record details and pass on to the appropriate team/individual.
• Assist colleagues in providing and maintaining efficient day to day operation of the medical  records to facilitate optimum accessibility to patient records pertaining to the service.
• Deal with various enquiries via phone, face to face, email or mail from GPs, consultants,  specialist nurses, relatives, patients, other medical staff and external organisations in a compassionate and professional manner.
• Liaise with other departments i.e. patient access team, medical records, secretaries etc.  developing positive and co-operative working relationships.
• Be able to respond to emotional members of the public/relatives in a calm and professional  manner, understanding limitations of role and how to access support.
• Responsible for scanning documents from the Weston site to Southmead site for urology admissions.
• Act as a supportive and adaptable team member,
• Demonstrate a professional approach in handling sensitive and confidential information in line  with the Data Protection Act.
• Take responsibility for own role, identifying any knowledge/skills gaps where additional  support/training is needed.
• Responsible for maintaining IT literacy and updating skills in line with the introduction of new  systems within the Trust
• Actively participate in the Trust’s annual appraisal process providing evidence to meet the Knowledge Skills Framework requirements of the post.
• Please see job description for further duties and responsibilities