University Hospitals Bristol and Weston NHS Foundation Trust (UHBW)
Rheumatology Day Case Clinic Coordinator
The closing date is 28 May 2026.
The role is for the Rheumatology Outpatient and Day Case Coordinator Team.
The post holder will be responsible for booking new and follow‑up patients and will work closely with clinicians and colleagues to manage their booking lists.
This is a varied post for someone with exceptional customer service, who can multi‑task and learn complex IT systems.
The role supports our RTT aims and internal KPIs.
This post is for 20 hours per week on a two‑week rota based at the Bristol Royal Infirmary:
* Week 1: 08:30–12:30 Monday to Friday
* Week 2: 12:15–16:15 Monday to Friday
Main duties of the job
* Support the triaging of referrals by liaising with key clinical staff.
* Manage patient communications via telephone and Trust systems to create letters, emails and text reminders.
* 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, email and Carflow Workspace.
* Escalate patient queries, capacity problems and general issues to the line manager or relevant clinical staff.
* Communicate changes to appointments to patients as instructed, often at short notice.
* Show a caring and professional approach towards patients, relatives and carers, maintaining resilience when dealing with distressed patients.
* Greet all visitors to Day Case in a professional and polite manner.
About us
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 sites, serving a core population of more than 500,000 people in South West England. UHBW is rated by the CQC as ‘Good’ overall and is a digital exemplar committed to improving patient care. As an equal‑opportunity employer, UHBW seeks to recruit and retain a workforce that reflects the local population and designs services around patient needs.
Job responsibilities
* Attend training courses as required to support personal development and the needs of the service.
* Assist in training new team members.
* Ensure all statutory and mandatory training is completed on time.
* Maintain, order and/or receive stationery and essential items in line with Trust policies.
* Receive referrals from various sources and register details onto PAS and the Day Case Diary in accordance with the Trust’s Outpatient Standards to book patient appointments by telephone in line with the Patient Access Policy and arrange related services.
* Record, maintain and update admission information on the Trust’s Patient Administration System timely.
* Register patients onto waiting lists and generate all associated paperwork in accordance with the PAP and Trust Inpatient Booking Procedures.
* Enter accurate data into computerised databases using all systems relevant to the role.
* Check incoming email inboxes and Tasks Lists daily to stay up to date with departmental and Trust‑wide news.
* Have a clear understanding of RTT and performance targets and utilise reports effectively.
* Act with flexibility to utilise skills in other functions if required by the line manager (e.g., covering patient‑facing reception desks).
* Maintain confidentiality and discretion and comply with the Data Protection Act and local Trust policies at all times.
Person Specification
Knowledge and Experience
* Clerical/administrative experience, including filing and/or reception.
* Experience of using Excel, Word, Teams and Word.
* Experience of dealing with the public, both on the telephone and in person.
* Previous NHS experience.
* Experience using a Patient Administration System.
Skills and Abilities
* Effective and polite manner when dealing with people, both face‑to‑face and on the phone.
* Ability to work under pressure and meet deadlines while maintaining a high standard of accuracy.
* Ability to work effectively in a busy team, adjust to change and motivate others.
* Ability to work independently, using 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.
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.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a Disclosure to the Disclosure and Barring Service to check for any previous criminal convictions.
University Hospitals Bristol and Weston NHS Foundation Trust (UHBW)
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