Ward Coordinator - Co.Pilot

Bristol NHS Foundation Trust; West of England; On-site; GBP 18,000 - 24,000; Full time

Job summary

Bristol NHS Foundation Trust is seeking a Ward Receptionist/Co-pilot to join a job share covering our reception area (Mon–Sat) with some weekend work. Shifts are 7:30am–6pm on a rotational basis. You will work pro-actively, using multiple NHS applications, handling calls, and supporting patient flow within the ward.

The role requires excellent communication, organisation, and the ability to work under pressure. NHS experience is advantageous, with a focus on confidentiality and patient service.

Qualifications

• Keyboard (essential)
• GCSE level education
• Experience in busy customer-facing environments with interruptions and competing priorities
• Experience in the NHS
• Experience working in a busy team environment
• Experience in a hospital environment
• Desirable: experience of working with the public
• Prioritisation of workload
• Computer and keyboard skills
• Good communication skills and telephone manner
• Attention to detail
• Deadlines-focused
• Understanding of confidentiality
• Desirable: good organisational skills
• Knowledge of hospital systems

Responsibilities

• Admit, discharge and transfer patients.
• Answer telephone enquiries from internal/external departments and relatives.
• Process patient notes promptly and maintain confidentiality.
• Organise transport and maintain stationery levels.
• Coordinate ward requests to maintain ward flow.

Skills

Prioritisation

Computer skills

Communication

Attention to detail

Task management

Confidentiality

Education

Keyboard

GCSE level education

Job description

Education/Training/Qualifications

Essential criteria

North Bristol NHS Trust (NBT) and University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) have merged as of 1st July 2026 to become Bristol NHS Foundation Trust. This creates 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

Do you enjoy administrative work, but want a role that is part of the patient’s journey through the hospital? Do you enjoy being busy and in a role with pace? If yes, then this could be the role for you.

Main duties of the job

We are looking for a Ward Receptionist/ Co-pilot who can work as part of a job share to cover our reception area (Mondays to Saturdays) -To include some weekend working. Shifts will be covered on a rotational basis, covering 7.30am - 6pm, with some flexibility in these hours. To be discussed at interview. This role requires someone who can work pro‑actively, and has excellent communication and organisational skills. The successful candidate must be able to work well under pressure due to the role having competing demands at times. The post holder will need to be computer confident and be willing to undertake training to be self‑reliant in using multiple NHS applications.

Working for our organisation

North Bristol NHS Trust employs over 12,000 staff providing healthcare to the residents of Bristol, South Gloucestershire and North Somerset from our award-winning hospital building at Southmead. We are the regional Major Trauma Centre, and an internationally recognised centre of excellence in a range of services and major specialities. Our vision is that by enabling our teams to be the best that they can be, we will provide exceptional healthcare, personally delivered. North Bristol NHS Trust values all people as individuals. We aim to be an anti‑discriminatory organisation and are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We welcome applicants from all underrepresented groups.

Detailed Job Description And Main Responsibilities

The successful postholder’s main duties include admitting, discharging and transferring patients, answering telephone enquiries from both internal/ external departments as well as patient’s relatives. They will ensure patient notes are processed promptly and to act with confidentiality. To organise transport, order and maintain stationery levels, and to coordinate any ward requests to maintain flow through the ward.

Person specification

Education/Training/Qualifications

Essential criteria

• Keyboard
• GCSE level education
• Experience working in a busy customer‑facing environment with frequent interruptions and competing priorities

Work Experience

Essential criteria

• Experience of working in the NHS
• To have worked within a busy team environment
• Experience of hospital environment

Desirable criteria

• Experience of working with members of the public

Knowledge/Skills/Abilities

Essential criteria

• Prioritisation of workload
• Computer and keyboard skills
• Good communication skills and telephone manner
• Demonstrate attention to detail
• Completion of tasks to deadlines
• An understanding of confidentiality

Desirable criteria

• Demonstrate good organisational skills
• Knowledge of hospital systems

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. 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.