Outpatient Clinic Coordinator

Bristol NHS Foundation Trust; Bristol; On-site; GBP 26,000 - 27,000; Full time

Benefits offered by this job

Flexible working

Job summary

Bristol NHS Foundation Trust is seeking an Outpatient Clinic Coordinator for the Bristol Royal Hospital for Children. You will support booking of outpatient appointments and day-case procedures, liaising with clinicians and administrative teams to ensure smooth patient flow.

The role involves triage of referrals, handling patient communications, and maintaining accurate PAS records in a fast-paced hospital environment. Flexible working options may be available.

Qualifications

• GCSE English and Maths at grade C or above or equivalent.
• Level 3 Business & Administration NVQ or equivalent experience.
• Clerical/reception experience in a busy setting is preferred.

Responsibilities

• Triaging referrals by liaising with clinical staff and updating records.
• Manage patient communications via phone, letters, email and texts.
• Act as point of contact for clinical and non-clinical staff queries.
• Coordinate clinic lists and rebook slots as needed.

Skills

Clerical work

MS Office

Effective communication

Teamwork

Problem solving

Education

GCSE English & Maths (C or above)

Business and Administration Level 3 NVQ

Tools

Patient Administration System (PAS)

Job description

Main area Paediatric Medical Specialties Grade Band 3 Contract Permanent Hours Full time - 37.5 hours per week (Based at City Hospitals) Job ref 387-WC1609-LMG

Employer Bristol NHS Foundation Trust Employer type NHS Site Bristol Royal Hospital for Children Town Bristol Salary £25,760 - £27,476 pa Salary period Yearly Closing 19/10/2026 23:59

Outpatient Clinic Coordinator

Band 3

North Bristol NHS Trust (NBT) and University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) have merged as of 1 st July 2026 to become Bristol NHS Foundation Trust. This will create an exciting future that brings together the best of both organisations. As a single, strong and sustainable organisation, we will not only be able to deliver better outcomes for our patients and fairer care for our population, but it will also provide greater opportunities for our people. Bristol NHS Foundation Trust recognise the value of a healthy work-life balance. When applying, speak to us about how we might be able to accommodate flexible working, so your work life fits around your home life.

We particularly welcome applications from Black, Asian and minority ethnic candidates as they are under-represented within the Trust. Our job adverts may close as soon as sufficient applications have been received. Considering this, if you are interested in this role,

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

This is a fantastic opportunity for a hardworking and enthusiastic individual to join the Outpatient Clinic Coordination Team within Bristol Royal Hospital for Children, which is part of Bristol Foundation Trust.

Working closely with the Assistant Performance and Operations Manager in a fast-paced environment, 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 Outpatient procedures.

The post-holder will contribute to the delivery of challenging performance targets through effective communication and liaison with clinical and administrative staff across the Bristol Royal Hospital for Children on a day-to-day basis.

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
• 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 elevate 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

Working for our organisation

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 £2.3 billion, we are now one of the largest NHS trusts in the United Kingdom. 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.

Bristol NHS Foundation Trust values all people as individuals. 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.

Detailed job description and main 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

Education and qualifications

• Educated to GCSE, grade C or above (or equivalent) in English Language and Maths
• Business and Administration Level 3 NVQ or equivalent experience

Knowledge, skills and abilities

• Clerical / administrative experience including filing and/or reception
• Working knowledge of Microsoft office i.e. email and Ability to adapt to use new computer packages and programmes
• Ability to work effectively in a busy team, adjusting to change and motivating others
• Effective and polite manner when dealing with people, both face to face and on the phone
• Ability to work on your own, using your own initiative, if required
• Able to work under pressure and meet deadlines whilst maintaining a high standard of accuracy
• Effective organisational skills
• Able to work under pressure and meet deadlines whilst maintaining a high standard of accuracy
• Confidence to handle difficult conversations with patients, relatives and carers
• Understanding of medical terminology
• Working knowledge of outpatient policies and procedures

Experience

• Experience of dealing with the public, both on the phone and in person, preferably in a reception/customer facing role
• Working knowledge of Microsoft office i.e. email and Ability to adapt to use new computer packages and programmes
• Experience of using a Patient Administration System
• Previous NHS experience
• Working in a busy office environment
• Respecting Everyone
• Recognising Success
• Working Together

We hope that you will decide to join us and become part of this exciting journey, helping us to shape our future together.

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 to ensure we’re meeting our pledge.

The Trust is committed to investing in and caring for all our staff. We will support you in maintaining and improving your health and wellbeing, as well as your career development through management and training support - developing exceptional people for exceptional careers.

BFT is committed to safeguarding and promoting the welfare of children, young people, and vulnerable adults.

To comply with Part 7 of the Immigration Act 2016 all applicants must be able to speak fluent English to an appropriate standard which will be assessed at Interview.

If you require sponsorship for a visa to work in the UK, to avoid disappointment, please check to ensure you are eligible under the UKVI points based system.

The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.

By applying for this post, you are agreeing to Bristol NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job, information will also be transferred into the national NHS Electronic Staff Records system.

Please be aware of scams – unless specified above, we will only communicate with you via @recruit.trac.jobs or nhs.net e-mails and we will never ask you for any payments.

IMPORTANT:

Please note that if you apply for a position with this 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. We may also contact you by texting the mobile number, if provided, on the application form.

Due to the high number of applications that are received for some posts we may close this vacancy before the advertised closing date. Therefore, if you are interested and you meet the requirements of the Person Specification

Only those candidates who clearly demonstrate how they meet the person specification will be shortlisted for this job.

As a guide interviews should usually take place within 3 weeks of the closing date.

When providing employment reference details, please provide correct work-related email addresses so references can be sought promptly when we are looking to progress your application. Your referee must all be known to you in a line manager or professional lead capacity.

Employer certification / accreditation badges

The postholder will have regular contact with vulnerable people and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Name Charlie Quick Job title Assistant Performance and Operations Manager Email address [emailprotected] Telephone number 0117 342 8155