The Apprentice Team Administrator supports the Paediatric Nutrition & Dietetics Service by providing a comprehensive administrative service to clinicians, patients, families and associated healthcare professionals. The post holder will undertake a Level 3 Business Administration Apprenticeship and develop the knowledge and skills required to provide effective administrative support within a busy healthcare environment.
Working as part of a supportive multidisciplinary team, the post holder will manage routine administrative processes, patient communications, appointment administration and data entry activities. The role requires excellent organisational, communication and IT skills, together with the ability to work accurately, prioritise workload, maintain confidentiality and deliver a professional service to patients, carers and colleagues.
You will work four days a week – to be discussed at interview.
Bristol NHS Foundation Trust brings together more than 28,000 staff to deliver over 160 clinical services across thirteen hospital locations, operating from three main sites at Southmead, Bristol city centre and Weston.
With an annual turnover of 2.6 billion, we are now one of the largest NHS trusts in the United Kingdom.
Chaired by Ingrid Barker and led by Maria Kane as Chief Executive, Bristol NHS Foundation Trust aims to transform the way healthcare is delivered locally with a clear focus on making a difference for what we call our Four Ps:
Better outcomes for our Patients
More opportunities for our People
Fairer more consistent care for our Population
Best Value for Public Purse
Our vision for five years from now:
Patients will wait less time to be diagnosed and treated, and they will have the same high-quality experience and outcomes, regardless of who they are or where they live.
We will meet rising demand by maximising the use of our available resources.
More care will be delivered nearer to patients, in their homes or the community.
Digital technologies will have transformed the way we work and the way we deliver care.
Our people will feel engaged, energised and empowered by their work.
We will be known as a place where people enjoy working, training and building a career.
Our volume of globally renowned research and innovation will have grown significantly.
We will contribute to system financial balance
Interpersonal and communication skills
- Communicate professionally and courteously with patients, parents, carers, clinicians and other healthcare professionals by telephone, email and written correspondence.
- Act as a first point of contact for enquiries, ensuring messages are accurately recorded and passed to the appropriate member of staff.
- Provide information regarding appointments, cancellations and changes in a clear and sensitive manner.
- Demonstrate empathy and resilience when dealing with distressed or anxious patients and relatives.
- Maintain effective communication within the Dietetics Department and with partner services across the Trust.
Professional knowledge and expertise
- Undertake and successfully complete the Level 3 Business Administration Apprenticeship.
- Develop knowledge of Trust policies, administrative procedures and patient information systems.
- Maintain confidentiality and comply with Data Protection legislation, Information Governance requirements and Trust policies.
- Understand and follow departmental processes relating to appointment booking, waiting lists and patient administration.
Problem-solving and decision-making
- Resolve routine administrative queries within own sphere of competence.
- Escalate patient concerns, complex enquiries and service issues to senior administrative or clinical staff as appropriate.
- Identify discrepancies in patient information and take appropriate action to ensure records are accurate and complete.
- Exercise judgement when prioritising competing administrative tasks and deadlines.
Planning and coordination
- Maintain waiting lists and ensure all associated administrative procedures are completed accurately.
- Organise workload effectively to meet departmental deadlines and service requirements.
- Attend meetings, training sessions and apprenticeship activities as required.
- Assist with annual leave and sickness cover arrangements within the administrative team.
Practical and technical skills
- Use Trust electronic systems to create correspondence, text reminders, appointments and patient records.
- Accurately input and maintain patient information on computerised databases.
- Use Microsoft Office applications including Outlook, Word and calendars.
- Undertake routine office duties including scanning, photocopying, laminating and document management
Patient care and support
- Provide indirect patient support through the efficient administration of clinic and patient communications.
- Ensure patients and families receive timely information regarding clinic letter and service changes.
- Support implementation of departmental procedures relating to patients who do not attend appointments (DNA).
- Maintain accurate patient records to support safe and effective care delivery.
Service development and improvement
- Contribute to departmental audit activities as requested.
- Support implementation of departmental and Trust administrative procedures.
- Identify opportunities to improve administrative processes and share suggestions with line management.
- Participate in training and development activities that support service improvement.
Finance and resource management
- Maintain stocks of diet sheets, patient information leaflets and other departmental resources.
- Ensure economical and appropriate use of office equipment and supplies.
- Handle Trust resources responsibly and report stock shortages or equipment issues as required.
Leadership and team management
- Maintain stocks of diet sheets, patient information leaflets and other departmental resources.
- Ensure economical and appropriate use of office equipment and supplies.
- Handle Trust resources responsibly and report stock shortages or equipment issues as required.
Information and data management
- Accurately record, update and maintain patient and service information on Trust systems.
- Generate correspondence and administrative documentation using approved systems.
- Ensure secure handling, storage and disposal of confidential information.
- Monitor departmental email inboxes and action information appropriately.
Innovation and continuous improvement
- Support departmental audit and quality improvement activities.
- Contribute ideas to improve administrative efficiency and patient experience.
- Develop administrative knowledge and skills through apprenticeship learning and workplace experience.
Autonomy and decision authority
- Work independently within established policies, procedures and protocols.
- Use initiative to manage day-to-day workload and prioritise competing demands.
- Seek guidance and escalate matters beyond own authority to senior staff.
- Remain accountable for the quality and accuracy of personal work.
Physical demands
- Frequent use of computer systems and keyboards for prolonged periods.
- Undertake general office activities including filing, scanning, photocopying and document handling.
- Occasional movement of office supplies and records within the department.
Cognitive demands
- Maintain concentration while processing patient information and administrative records.
- Manage interruptions from telephone calls, emails and patient enquiries while maintaining accuracy.
- Prioritise workload in a busy environment with competing deadlines and changing demands.
Emotional resilience
- Manage occasional exposure to distressed, anxious or upset patients and relatives.
- Remain professional and supportive when handling sensitive patient-related enquiries.
- Work effectively in a busy and sometimes demanding environment.
Work environment
- Predominantly office-based role within a healthcare environment.
- Occasional exposure to patient-facing and clinical areas.
- Occasional exposure to challenging behaviours or emotional situations through contact with patients and families.
- Required to work in accordance with Trust health, safety and infection prevention policies.
