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.

Date posted

25 February 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year pa pro rata

Contract

Fixed term

Duration

8 months

Working pattern

Part-time

Reference number

387-WC6153-IB

Job locations

Bristol Royal Hospital for Children

Marlborough Street

Bristol

BS2 8HW

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.

Certificate of Sponsorship

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