Outpatient Referrals Administrator

Somerset NHS Foundation Trust; City of Westminster; On-site; GBP 21,000 - 30,000; Full time

Benefits offered by this job

Flexible working options

NHS pension scheme

Generous annual leave

Career development

Blue Light Card

NHS-specific perks

Job summary

Somerset NHS Foundation Trust is seeking an Outpatient Referrals Administrator to support the Referrals Team in processing GP referrals and ensuring accurate, timely patient access to outpatient services across Musgrove Park Hospital and Yeovil Hospital.

You will work with GP practices, clinicians, patients and colleagues to resolve routine queries, maintain data quality and support smooth patient flow through pathways, while adhering to NHS policies and data protection requirements.

Qualifications

• Evidence of prioritising workloads / good time management.
• Proven experience of working well as part of a team.
• Experience of dealing with patients / customers.
• Experience of working in a healthcare setting / NHS administration processes.
• Minimum 1 year office experience within last 5 years; IT literate; including Word/Outlook/Excel.
• Must communicate in English (written and verbal).
• Excellent communication skills at all levels.
• Ability to maintain professional relationships even when dealing with contentious matters.
• Knowledge of medical terminology.
• Working knowledge of in-house hospital systems.

Responsibilities

• Process and manage incoming GP referrals across Somerset NHS Foundation Trust.
• Support referral pathways for services at Musgrove Park Hospital, Yeovil Hospital and other Trust locations.
• Monitor and manage referral worklists using systems such as e-Referrals, Cinapsis, Maxims and TrakCare.
• Ensure patient information is accurately recorded, validated and maintained.
• Respond to enquiries from patients, GP practices and healthcare professionals in a professional and timely manner.
• Support the timely progression of patients through referral and outpatient pathways.
• Maintain confidentiality and comply with Trust policies and data protection requirements.
• Prioritise workload effectively to meet service demands and performance standards.
• Provide administrative support and cross-cover within the wider Outpatient Referrals Team.
• Contribute to a collaborative, patient-focused service across multiple hospital sites.

Skills

Teamwork

Time management

Communication skills

Customer service

English language

Education

GSCEs English Language & Maths

Tools

Microsoft Word

Microsoft Outlook

Microsoft Excel

Job description

The Outpatient Referrals Administrator provides administrative support to the Outpatient Referrals Team, ensuring GP referrals are received, processed and managed accurately and efficiently to support timely patient access to outpatient services across Somerset NHS Foundation Trust, including Musgrove Park Hospital and Yeovil Hospital. The role is responsible for monitoring and processing referrals received through local and national referral systems, including e-Referrals, Cinapsis, Maxims and TrakCare ensuring patient information is recorded and handled in accordance with Trust policies and data protection requirements. Working as part of a busy administrative team, the post holder liaises with GP practices, clinicians, patients and colleagues across the Trust to resolve routine queries and support the smooth flow of referrals through the patient pathway. The role requires strong organisational, communication and IT skills to maintain data quality, manage worklists, prioritise workload and contribute to the delivery of a responsive and efficient referrals service. The post holder will work within established procedures and receive guidance from senior colleagues while developing knowledge of outpatient referral processes, Trust systems and NHS administrative standards. They will contribute to maintaining high standards of customer service, confidentiality and teamwork while supporting the Trust's commitment to providing safe, effective and patient-centred care.

Main duties, tasks & skills required

• Process and manage incoming GP referrals across Somerset NHS Foundation Trust.
• Support referral pathways for services delivered at Musgrove Park Hospital, Yeovil Hospital and other Trust locations.
• Monitor and manage referral worklists using systems such as e-Referrals, Cinapsis, Maxims and TrakCare.
• Ensure patient information is accurately recorded, validated and maintained.
• Respond to enquiries from patients, GP practices and healthcare professionals in a professional and timely manner.
• Support the timely progression of patients through referral and outpatient pathways.
• Maintain confidentiality and comply with Trust policies and data protection requirements.
• Prioritise workload effectively to meet service demands and performance standards.
• Provide administrative support and cross-cover within the wider Outpatient Referrals Team.
• Contribute to a collaborative, patient-focused service across multiple hospital sites.

Qualifications and Experience

• As a minimum GSCEs in English Language and Maths or functional skills, Evidence of prioritising workloads/good time management
• Proven experience of working well as part of a team
• Experience of dealing with patients/customers
• Experience of working in a healthcare setting/previous experience of NHS administration processes
• Minimum 1 year office experience within last 5 years, IT literate; including recent experience of using Microsoft packages such as Word, Outlook and Excel
• Must be able to communicate in English Language, both written and verbally appropriate
• Excellent communication skills, able to communicate effectively at all levels
• Ability to maintain good quality professional relationships even when dealing with contentious matters
• Polite and professional at all times
• Knowledge of medical terminology
• Working knowledge of in-house hospital systems

At Somerset NHS Foundation Trust, we're committed to supporting our employees with a range of benefits designed to enhance your professional and personal life. We offer,

Why Somerset? Somerset offers the perfect blend of idyllic countryside, outstanding areas of natural beauty, and breathtaking coastlines, with vibrant cities like Bristol, Bath, and Exeter just a short drive away - and only two hours to London. The region is home to excellent educational facilities, and with affordable housing compared to other parts of the country, it's a great place to build both your career and your future. Somerset truly has it all - the peaceful countryside and cosmopolitan city life, with something for everyone to enjoy.

Benefits

• Flexible working options to help you balance work and life
• NHS pension scheme for long-term financial security
• Generous annual leave allowance to recharge and relax
• A strong focus on career development to help you grow and achieve your potential

Additionally, you'll gain access to our Blue Light Card, unlocking exclusive discounts on shopping, dining, and leisure activities, as well as NHS-specific perks to support you both inside and outside of work.