Outpatient Administrator, Band 3 Breast Surgery

Gloshospitals; Cheltenham; Hybrid; GBP 26,000 - 27,000; Part time

Benefits offered by this job

NHS pension scheme

Flexible working opportunities

Discounts at local shops and services

On-site nurseries (two)

Discounted public transport

Health and wellbeing initiatives

Job summary

Gloucestershire Hospitals NHS Foundation Trust is seeking an Outpatient Administrator, Band 3, to join the Breast Surgery service. The role is 22.5 hours per week, mainly Mon-Wed, in a busy outpatient bookings team delivering efficient clinic administration and front-line reception.

You will prepare patient records, handle enquiries, and liaise with clinicians to support safe patient care and NHS targets. This is a patient-facing, non-clinical role requiring initiative, sensitivity and strong

Qualifications

• GCSE English and Maths at Grade C or above, or equivalent.
• Proven organisational skills and attention to detail.
• Experience handling patient queries in a busy environment.

Responsibilities

• Coordinate clinic bookings and monitor appointment utilisation.
• Prepare and check patient records for upcoming clinics.
• Maintain digital and paper systems in line with policies.
• Welcome patients and manage the check-in/check-out process.
• Relay messages between patients, clinicians and departments.
• Provide non-clinical information with sensitivity and confidentiality.
• Support movement of records between departments as needed.

Skills

Organisational skills

Attention to detail

Multitasking

Excellent communication

Empathy in patient care

Education

GCSE English and Maths

Tools

TRAK/EPR/Infoflex

PACS

Job description

Outpatient Administrator, Band 3 Breast Surgery

The closing date is 10 November 2026

Outpatient Administrator, Band 3 (22.5 hours a week)

Thirlestaine Breast Centre is an extremely busy department and requires an energetic but exceptionally organised person to join our specialist Outpatient booking team/Reception. If you like to be kept busy, enjoy variety and have good attention to detail whilst under pressure, then you could be the person we are looking for to enable us to deliver an excellent service, and deliver excellent patient care

The post holder will manage clinic appointments and utilisation, obtaining and preparing medical records ready for clinic, provide an efficient and courteous outpatient reception service, handling patients' queries and liaising with other healthcare professionals in order to support the delivery of Trust activity targets and deliver safe patient care.

This is a responsible role, and you will be expected to use your own initiative, make decisions and deal sensitively with patients, their relatives and the wider healthcare team.

Additional working pattern details: Mon - Wed

The proposed interview date is 19th November

Main duties of the job

Clinic Administration

Coordinate clinic bookings, monitor appointment utilisation, and manage amendments to schedules

Prepare and check patient records for upcoming clinics, ensuring availability and accuracy of information

Maintain digital and paper-based systems in line with Trust policies and data protection standards

Reception & Front-Line Support

Welcome patients, visitors and staff in a professional and friendly manner

Manage the check-in and check-out process efficiently using the Trust's clinical systems

Respond to telephone and in-person enquiries promptly and with empathy

Relay messages accurately between patients, clinicians and other departments

Provide non-clinical information and reassurance to patients in a sensitive and confidential manner

Assist in the timely movement of records between departments or storage

Work closely with consultants, nurses, radiographers and admin colleagues to support care delivery

Provide cover and support during staff absence or peak activity periods

About us

We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another.

With a team of over 9,000 employees, we are proud to be the largest employer in Gloucestershire and rank among the top 10 largest Trusts in the South West region. By joining our Trust, you will benefit from an excellent package that includes exclusive benefits, flexible working opportunities and the chance to gain valuable experience in one or both of our innovative hospitals.

As well a generous annual leave allowance, you will have access to the excellent NHS pension scheme, competitive bank rates, discounts at local shops and restaurants, access to two on-site nurseries, discounted public transport, reward and recognition and a range of health and wellbeing initiatives to support you.

Job responsibilities

For more information on the job description and the main responsibilities of this vacancy then please see the attached job description for more information

0300 422 3785/3787

Available for informal visit/calls Mon - Friday

Person Specification

Qualifications

• GCSE English and Maths at Grade C or above, or equivalent

Knowledge

• Proven organisational skills
• Excellent and accurate attention to detail
• Knowledge and awareness of health and safety issues, risk management and data protection act
• Working knowledge of TRAK/EPR /PACS/Infoflex

Experience

• Experience of using own initiative, prioritising workload and utilising organisational skills
• Previous experience of dealing with members of the public
• Previous experience working in a busy office
• Experience of data entry, maintaining databases and data validation of electronic records
• Working experience of TRAK/EPR/PACS/Infoflex

Personal Attributes

• Ability to multitask
• Ability to work flexibly within a team
• Ability to use own judgement and initiative
• Ability to prioritise workload and work to deadlines

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.

Employer name

Gloucestershire Hospitals NHS Foundation Trust

£25,760 to £27,476 a year(pa, pro rata if part-time)