Outpatient Clinic Coordinator
University Hospitals Bristol and Weston NHS Foundation Trust (UHBW)
The closing date is 11 March 2025
Job summary
This is a fantastic opportunity for a hardworking and enthusiastic individual to join the Outpatient Clinic Coordination Team in Bristol Royal Hospital for Children which is part of University Hospitals Bristol & Weston NHS Foundation Trust.
Working in a fast-paced environment as part of a friendly and supportive team, you will draw on your experience and skills to effectively communicate with patients, clinicians and peers to support the effective management of a range of administrative tasks, including booking Outpatient appointments along with day case procedures.
For further details please view the job description and person specification.
Main duties of the job
Communication:
- To support the triaging of referrals by liaising with key clinical staff
- Manage patient communications both via telephone and through Trust systems to create letters, emails and text reminders
- Act as a point of contact for queries from clinical and non-clinical staff
- Liaise with clinical and non-clinical teams across the Trust via telephone and email
- Escalate patient queries, capacity problems and general issues as appropriate
- Communicate changes to clinics and appointments to patients as instructed, often at short notice
- To support the triaging of referrals by liaising with key clinical staff
Patient Care:
- To show a caring and professional approach towards patients, relatives and carers. This may require acting with resilience to deal with sometimes distressed patients and relatives in a professional and empathetic manner
Organising and Planning:
- To manage and monitor all outstanding appointment requests through the Trust's Patient Administration System (PAS) and escalate any issues immediately to your manager
- Ensure clinic lists are effectively utilised in discussion with the appropriate clinician and manager, and rebook any cancelled appointment slots
- Attend appropriate meetings as required by the role's line manage
About us
University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) is one of the largest acute Trusts in the country, bringing together a combined workforce of over 13,000 staff and over 100 different clinical services across 10 different sites, serving a core population of more than 500,000 people across South West England. UHBW has been rated by the CQC as 'Good' overall and our staff are proud to deliver excellent care to the people of Bristol, Weston and beyond. As a forward-thinking multi-award winning Trust and a digital exemplar committed to improving patient care, our world-leading research and innovations are having a positive local and global impact. Our hospitals are spread across Bristol and Weston, join us and you can enjoy the very best of both worlds; city living within a stone's throw of the countryside or beside the seaside, both with easy access to all that the South West has to offer. UHBW is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application in order to ensure we're meeting our pledge.
Job description
Job responsibilities
For a more detailed job description, main responsibilities, and person specification, please refer to the job description document attached to this vacancy.
Job description
Job responsibilities
For a more detailed job description, main responsibilities, and person specification, please refer to the job description document attached to this vacancy.
Person Specification
Qualifications and Training
Essential
- Educated to GCSE, grade C or above (or equivalent) in English Language and Maths
Desirable
- Business and Administration Level 3 NVQ or equivalent experience
Knowledge and Experience
Essential
- Clerical / administrative experience, including filing and/or reception
- Experience of dealing with the public, both on the telephone and in person
Desirable
- Previous NHS experience
- Experience of using a Patient Administration System
Skills and Abilities
Essential
- Effective and polite manner when dealing with people, both face to face and on the phone
- Able to work under pressure and meet deadlines whilst maintaining a high standard of accuracy
- Ability to work effectively in a busy team, adjust to change and motivate others
- Ability to work on your own, using your own initiative, if required
- Confidence to handle difficult conversations with patients, relatives and carers
- Effective organisational skills
- Good IT skills including Microsoft packages
- Attention to detail
Desirable
- Working knowledge of outpatient policies and procedures
Person Specification
Qualifications and Training
Essential
- Educated to GCSE, grade C or above (or equivalent) in English Language and Maths
Desirable
- Business and Administration Level 3 NVQ or equivalent experience
Knowledge and Experience
Essential
- Clerical / administrative experience, including filing and/or reception
- Experience of dealing with the public, both on the telephone and in person
Desirable
- Previous NHS experience
- Experience of using a Patient Administration System
Skills and Abilities
Essential
- Effective and polite manner when dealing with people, both face to face and on the phone
- Able to work under pressure and meet deadlines whilst maintaining a high standard of accuracy
- Ability to work effectively in a busy team, adjust to change and motivate others
- Ability to work on your own, using your own initiative, if required
- Confidence to handle difficult conversations with patients, relatives and carers
- Effective organisational skills
- Good IT skills including Microsoft packages
- Attention to detail
Desirable
- Working knowledge of outpatient policies and procedures
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
University Hospitals Bristol and Weston NHS Foundation Trust (UHBW)
Address
Bristol Royal Hospital for Children
Marlborough Street
Bristol
BS2 8HW
Employer's website
https://www.uhbw.nhs.uk/ (Opens in a new tab)
