Job Overview
Provide a comprehensive booking service for the Centralised Outpatient Services booking team, including booking of new patients, managing patients awaiting follow‑up, administering clinic management tasks (such as rescheduling due to leave), managing bookings through the eReferrals platform, managing patients on a pending appointment list, maintaining appropriate access plans, and supporting the Outpatient Call Handlers.
The Administrator will be responsible for the day‑to‑day running of the booking service, prioritising incoming requests, scheduling appointments according to urgency and resource availability, and adhering to the Patient Access Policy, RTT Guidelines, NHS Guidelines and Trust/Departmental Policies and Protocols.
Previous applicants need not apply.
Main Responsibilities
* Manage waiting lists, offering appointment dates within agreed timescales as per Trust Policy.
* Liaise effectively with the line manager and speciality leads regarding problems with booking patients as per policy.
* Participate in weekly scheduling meetings and provide appropriate data.
* Ensure patients are offered the first available date taking into account cancelled appointments.
* Accurately record and adhere to RTT pathway guidelines.
* Notify patients of their appointment date and time by telephone where possible.
* Send appropriate paperwork to patients in a timely manner.
* Respond promptly to clinic cancellations, contacting all patients by telephone and offering a new date at the same time.
* Maintain clinic guidelines specific to each specialty and provide an accurate basis for colleagues to book clinics in your absence.
* Adhere to the Trust Patient Access Policy at all times.
* Monitor eReferrals (formerly Choose and Book) lists regularly as per department process.
* Be flexible to alter shifts to support cover and duties due to annual leave or sickness.
* Be proactive in the future redesign and piloting of new processes.
* Maintain a high quality in own work and encourage others to do so.
* Gather, analyze and report on a range of performance data using spreadsheets.
* Access, appraise and apply knowledge and information.
* Support the Outpatient validator with compiling performance reports and updating performance‑related spreadsheets.
* Undertake call‑centre duties when demand is high, covering call‑centre meetings/staffing shortfalls on a rota basis.
* Contribute to personal development and assist with learning and development activities; attend mandatory training and all training essential to this role.
* Undertake any duties commensurate with the grading of the post; the job outline may be amended as service requirements alter or the position develops.
Essential Criteria – Work Experience
* Experience working as part of a team in a multi‑disciplinary environment.
* Experience of waiting‑list management.
Desirable Criteria
* Knowledge of patient pathway.
Essential Criteria – Skills / Abilities / Knowledge
* Able to develop good working relationships amongst team, colleagues and clinical staff.
* Ability to work to tight deadlines.
* Excellent written and verbal communication skills.
Essential Criteria – Education / Training / Qualifications
* Good general education, including GCSE in Maths or English (or equivalent).
* Advanced keyboard and computer skills (Microsoft Office).
Essential Criteria – Personal Qualities / Special Circumstances
* Able to work flexibly to meet the needs of the service.
* Ability to act under direction from senior members of the team.
Employment and EEO Statement
The successful applicant(s) will normally commence at the minimum of the scale unless they have previous NHS service at the same band. Progression through the scale is by annual increments.
At North Bristol Trust (NBT), we know diverse and inclusive environments lead to happier and healthier teams and improved patient care and outcomes. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where we all belong. We therefore particularly encourage applications from candidates who are currently underrepresented in NBT’s workforce at Band 8a and above, including people from Black, Asian and minority ethnic backgrounds, disabled people and LGBTQIA+ people.
Please note that stringent pre‑employment checks are undertaken on all successful applicants prior to commencement in post.
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