Job description

Thank you for your interest in this vacancy! We highly recommend reading our Tips on how to apply page to give you an insight on how applications are scored & shortlisted by our Recruiting Managers. These tips have been provided to give you a better chance of being shortlisted for our vacancies.

Please note that if you apply for a position with North Bristol NHS Trust, you may be contacted via TRAC or via email. This includes invites for job interviews. We therefore recommend that you regularly check your TRAC Account and email accounts including junk and spam folders.

Our job adverts may close as soon as sufficient applications have been received. Considering this, if you are interested in this role, please do apply as soon as you can.

Generative artificial intelligence (AI) describes algorithms that can be used to produce new content, including audio, code, images, text, simulations, and videos. It is developing all the time and is now being used as a support mechanism for all kinds of content-based creations. Please note the use of AI is monitored and if applicants have used it then they are required to declare this.

Job Overview

Previous applicants need not apply

To provide a comprehensive booking service for the Centralised Outpatient Services booking team incorporating; booking of all new patients, management of patients awaiting follow-up, administration associated with clinic management (such as rescheduling due to leave), management of bookings through the eReferrals platform (such as ASI), management of patients on a pending appointment list, maintenance of appropriate access plans and support to the Outpatient Call Handlers.

The Administrator will be responsible for the day to day running of the booking service within the Centralised Booking team and will prioritise incoming requests ensuring that appointments are scheduled according to urgency and resources available whilst adhering to the Patient Access Policy, RTT Guidelines, NHS Guidelines and Trust/Departmental Policies and Protocols.

Main duties of the job

Applications are invited from enthusiastic, bright, and positive individuals to join the Outpatients team at North Bristol NHS Trust. We are looking for outstanding individuals to become a key part of our highly performing bookings team as an Outpatient Booking Clerk.

We are seeking applicants with drive and ambition to join our friendly and supportive team. Applicants must have excellent communication and computer skills, knowledge of using spreadsheets and validation.

Outpatients is a high volume service and you will need to show a high degree of initiative in your work. As part of the role you will receive opportunities for on-going development and support to fulfil your potential.

Working for our organisation

Our vision at NBT is that by enabling our teams to be the best they can be we will provide Exceptional Healthcare, Personally Delivered. This means that our patients recognise that we are exemplars of safe, harm-free care and that we give them the best possible health improvement.

As a major acute teaching hospital and centre of excellence in a number of fields we will do this through the dedication of you, our outstanding 8000 staff, and through a genuine partnership with our patients, the public and local partners. By doing this we will, as OneNBT, provide a place you are proud to work and an outstanding patient and carer experience.

Detailed Job Description And Main Responsibilities

• To receive referrals by post, email and via eReferrals (formerly Choose and Book) and ensure that they are dealt with according to Trust/departmental process.
• To put patients on to the waiting list offering appointment dates within agreed timescales as per Trust Policy.
• To liaise effectively with the line manager and speciality leads regarding problems with booking patients as per policy.
• Participate in weekly scheduling meetings and be prepared with appropriate data
• Ensure that patients are offered the first available date taking into account cancelled appointments.
• Always recording and adhering to RTT pathway guidelines accurately
• Where possible notifying patients of their appointment date and time by telephone
• Ensuring that appropriate paperwork is sent to patients in a timely manner
• To respond promptly to clinic cancellations, ensuring that all patients are contacted by telephone and where possible offered a new date at the same time.
• Ensuring that the clinic guidelines specific to each specialty are amended regularly and provide an accurate basis for colleagues to book clinics in your absence.
• Adhere to the Trust patient Access Policy at all times
• Ensure that eReferrals (formerly Choose and Book) lists are monitored on a regular basis as per department process.
• To be flexible to alter shifts to support cover and duties due to annual leave/ sickness.
• To be proactive in the future redesign and piloting of new processes
• Maintain a high quality in own work and encourage others to do so
• Gather analyse and report on a range of performance data using spreadsheets
• Access, appraise and apply knowledge and information.
• To support the Outpatient validator with compiling performance reports and updating of performance related spreadsheets.
• To undertake call centre duties when demand is high, and on a rota basis to cover call centre meetings/staffing shortfalls
• Contribute to own personal development and assist with learning and development activities and will be required to attend mandatory training and all training essential to this role.
• To undertake any such duties commensurate with the grading of the post and the post holder should treat this job outline as flexible as it could be amended as the service requirements alter and/or needs of the position develop.

Person specification

Work Experience

Essential criteria
• Experience of working as part of a team in a multi-disciplinary environment.
• Experience of Waiting list management

Desirable criteria
• Knowledge of patient pathway

Skills/Abilities/Knowledge

Essential criteria
• Able to develop good working relationships amongst team, colleagues and clinical staff
• The ability to work to tight deadlines
• Excellent written/verbal communication skills

Education/Training/Qualificati

Essential criteria
• Good general education including GSCE in Maths or English (or equivalent)
• Advanced keyboard and computer skills (Microsoft office)

Personal Qualities/Special Cir

Essential criteria
• Able to work flexible to meet the needs of the service
• Ability to act under direction from senior members of the team

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.