Senior Clinic Coordinator

University Hospitals Bristol NHS Foundation Trust; Bristol; On-site; GBP 26,000 - 30,000; Full time

Job summary

A leading healthcare provider in Bristol is seeking a Senior Clinic Coordinator to manage outpatient clinics. This role involves supervising staff, ensuring high standards of patient care, and liaising with clinical teams. The successful candidate will need strong organisational skills and the ability to work under pressure while maintaining effective communication.

Qualifications

• Experience in managing patient communications and clinic operations.
• Ability to supervise and support a team.

Responsibilities

• Organising outpatient clinics and processing referrals.
• Supervising Band 3 clinic Coordinators.
• Liaising with clinical and non-clinical teams.

Skills

Effective and polite manner

Ability to work under pressure

Effective organisational skills

Good IT skills

Tools

Microsoft packages

Job description

This post is only open to internal applicants.

Senior Clinic Coordinator

Band 4

Main area yes Grade Band 4 Contract Permanent Hours Full time - 37.5 hours per week Job ref 387-S5300-TJ-A

Site Bristol Eye Hospital Town Bristol Salary £26,530 - £29,114 Per Annum Salary period Yearly Closing 23/05/2025 23:59 Interview date 29/05/2025

As an organisation we 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.

The post holder will work within University Hospitals Bristol and be responsible for organising a number of outpatient clinics. This will include the receipt and processing of referrals in accordance with the Patient Access Policy and local Referral to Treatment (RTT) guidance. The role of Outpatients Clinic Coordinator is to serve as a contact for patients accessing our services. The role is therefore responsible for setting high standards of patient care by enacting the Trust’s values at all times. The post holder will work closely with Consultants in the management of their Outpatient lists therefore requires a good ability to build strong working relationships.

Main duties of the job

• The main duties will be to supervise the Band 3 clinic Coordinators to complete appraisals and return to works.
• Supporting APOM with PTL work and escalate any issues to the Band 5
• To support the triaging of referrals uploading to Evolve for triaging with key clinical staff
• Manage patient communications 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 Trust 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

Working for our organisation

University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) is one of the largest acute Trusts in the country, bringing together a combined workforce of over 13,000 staff and over 100 different clinical services across 10 different sites, serving a core population of more than 500,000 people across South West England. UHBW has been rated by the CQC as ‘Good’ overall and our staff are proud to deliver excellent care to the people of Bristol, Weston and beyond. As a forward- thinking multi-award winning Trust and a digital exemplar committed to improving patient care, our world-leading research and innovations are having a positive local and global impact. 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. UHBW is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. 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

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 independently, managing own workload, whilst providing supervision and support to others
• 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.

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.

· UHBW 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 University Hospitals Bristol and Weston 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, please apply for this post as soon as you can, 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 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 Teresa Naish Job title Assistant Performance & Operations Manager Email address [e-mail] Telephone number 01173429126