Outpatient Clinic Coordinator

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

Job summary

Bristol NHS Foundation Trust is seeking an Outpatient Clinic Coordinator (Band 3) to work 22.5 hours per week at City Hospitals in St James Court. The post-holder will manage appointments and waiting lists across the Division of Women’s and Children’s Services, ensuring patients are booked in priority and communications are clear and timely.

Working closely with the Assistant Performance and Operations Manager, you will help deliver efficient services in the Children’s Hospital and provide cover

Qualifications

• Clerical/administrative experience, including filing and/or reception
• Experience of dealing with the public, both on the telephone and in person
• Previous NHS experience
• Experience of using a Patient Administration System
• Awareness of the Cass Review into Gender Identity Services for Children

Responsibilities

• 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
• To act as a point of contact for queries from clinical and non-clinical staff
• Liaise with clinical and non-clinical teams across the division via telephone and email
• Escalate patient queries, capacity problems and general issues to the role’s line manager or relevant clinical staff as appropriate
• Communicate changes to clinics and appointments to patients as instructed, often at short notice
• Managing Waiting Lists, ensuring patients are booked in turn according to clinical priority
• To show a caring and professional approach towards patients, relatives and carers

Skills

Clerical/administrative experience

Experience dealing with the public

NHS experience

Patient Administration System

Communication and teamwork

IT skills (Microsoft)

Organisational skills

Attention to detail

Flexibility and resilience

Professional courtesy

Training and development

Education

GCSE English and Maths (Grade C+)

Business and Administration Level 3 NVQ or equivalent

Tools

PAS (Patient Administration System)

Job description

Main area Paediatric Medical Specialties Grade Band 3 Contract Permanent: 22.5 Hours Part time - 22.5 hours per week (Based at City Hospitals in St James Court) Job ref 387-WC0930-RUH

Employer Bristol NHS Foundation Trust Employer type NHS Site Bristol Royal Hospital for Children Town Bristol Salary £25,760 - £27,476 pa pro rata Salary period Yearly Closing 29/09/2026 23:59 Interview date 13/10/2026

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.

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

The post-holder will manage appointments and booking activities across the Division of Women’s and Children’s Services, primarily for the Children and Young People’s Gender Service South West (CYP GS), but providing cover for Psychological Health Services and Paediatric Medical Specialties.

Working closely with the Assistant Performance and Operations Manager, the post-holder will contribute to the delivery of efficient services in the Children’s Hospital through their expertise in waiting list management and communication with patients and staff.

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.

*Please be aware we may close this advert early due to high volumes of applications - thank you*

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
• To act as a point of contact for queries from clinical and non-clinical staff
• Liaise with clinical and non-clinical teams across the division via telephone and email
• Escalate patient queries, capacity problems and general issues to the role’s line manager or relevant clinical staff as appropriate
• Communicate changes to clinics and appointments to patients as instructed, often at short notice
• Managing Waiting Lists, ensuring patients are booked in turn according to clinical priority
• 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:

• Implement the policy for patients who do not attend (DNA) their appointment
• 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

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,operatingfrom three main sites at Southmead, Bristol citycentreand 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 and main responsibilities, please refer to the job description document attached to this vacancy.

Person specification

Knowledge and Experience

• Clerical/administrative experience, including filing and/or reception
• Experience of dealing with the public, both on the telephone and in person
• Previous NHS experience
• Experience of using a Patient Administration System
• Awareness of the Cass Review into Gender Identity Services for Children

Qualifications and Training

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

Skills and Abilities

• 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
• Working knowledge of outpatient policies and procedures
• Respectful of and supportive to colleagues
• Pride in the quality and accuracy of work and attention to detail
• Willingness to undertake training and develop additional skills
• Co-operative, helpful and flexible attitude to work

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.

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.

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 access to vulnerable people in the course of their normal duties 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] Additional information

Please contact [emailprotected] for informal discussions.