About this role
Job summary
We are looking for an enthusiastic and highly organised Outpatient Receptionist/Administration Assistant to join our busy Outpatient Department for a 12 month fixed- term contract or secondment opportunity.
As the first point of contact for patients, relatives, carers and visitors, you will provide a professional, welcoming and efficient reception and administrative service, helping to create a positive experience for everyone attending our services. You will play a vital role in supporting patient pathways, managing appointments, maintaining accurate patient records and ensuring the smooth day-to-day operation of outpatient clinics.
Working closely with clinical and administrative colleagues, you will contribute to the delivery of high-quality, compassionate and patient-centred care whilst supporting national and local performance standards. This is an excellent opportunity for someone with strong communication, customer service and administrative skills who enjoys working in a fast-paced healthcare environment.
Please note that this vacancy may close earlier than the advertised closing date if we receive a high volume of applications. We therefore encourage interested candidates to submit their application as soon as possible to avoid disappointment.
Main duties of the job
The successful candidate will:
Provide a professional and friendly reception service for patients, relatives, carers and visitors. Welcome and check in patients attending outpatient appointments. Book, cancel and amend appointments in line with Trust policies and procedures. Prepare clinics and manage clinic lists to support efficient service delivery. Maintain accurate patient records using Trust electronic systems. Process clinic attendance outcomes, cancellations and DNA information. Respond to telephone, email and face-to-face enquiries in a timely and professional manner. Liaise with clinicians, nurses, GPs and other healthcare professionals to support patient care. Ensure patient demographic information is accurate and up to date. Monitor waiting areas and support patients throughout their outpatient journey. Handle confidential information in accordance with Information Governance and Data Protection requirements. Work flexibly as part of the wider administrative team to meet service needs and support continuous improvement initiatives.
About us
Bristol NHS Foundation Trust (BFT) is one of the largest NHS organisations in the South West, with over 28,000 staff delivering more than 160 clinical services across multiple hospital locations. Weston General Hospital provides high-quality healthcare services to the people of North Somerset and surrounding communities.
As part of our Outpatient Department, you will play an important role in delivering an excellent patient experience. Working across outpatient reception areas, you will help ensure clinics run efficiently, patients feel welcomed and supported, and administrative processes are completed accurately and professionally.
At BFT, our values are at the heart of everything we do. We are committed to delivering compassionate, patient-centred care whilst creating an inclusive and supportive environment where colleagues can develop and thrive. We welcome applications from people of all backgrounds and are committed to building a workforce that reflects the communities we serve.
Joining our Outpatient team offers the opportunity to work alongside dedicated colleagues who are committed to providing high-quality care and excellent service to patients and their families.
Job description Job responsibilities
The full job description, person specification and main responsibilities for this role can be found in the attached Job Description document.
The Outpatient Receptionist/Administration Assistant will provide a comprehensive reception and administrative support service across outpatient reception areas at Weston General Hospital, ensuring patients, relatives and visitors receive a professional, welcoming and efficient service.
The post holder will support the smooth running of outpatient clinics through the effective management of appointments, patient records, clinic administration and reception duties, whilst maintaining the highest standards of customer service, confidentiality and data quality.
Applicants are encouraged to read the attached Job Description and Person Specification carefully, which provide full details of the duties, responsibilities and requirements of this post.
Person Specification
Skills and Abilities Essential
Excellent telephone and reception skills Excellent verbal and written communication skills Ability to prioritise competing demands and manage a busy workload. Ability to remain calm and professional when dealing with difficult or sensitive situations Good IT skills, including Microsoft Office applications. Ability to work effectively both independently and as part of a team Ability to communicate effectively with patients, relatives, colleagues and healthcare professionals Excellent attention to detail and accurate data entry skills Flexible approach to work and changing service demands. Commitment to confidentiality and information governance
Desirable
Knowledge of RTT pathways and patient administration systems.
Personal Qualities Essential
Professional, caring and patient-focused approach. Commitment to delivering excellent customer service Flexible and adaptable attitude
Qualifications Essential
Educated to GCSE, Grade C or above (or equivalent) in English language and Maths E
Desirable
Administration, customer service or business administration qualification.
Knowledge and Experience Essential
Previous clerical or administrative experience. Previous reception or customer service experience Experience of dealing with members of the public. Experience of maintaining accurate records and data
Desirable
Previous NHS experience Experience working in a healthcare environment Experience using electronic patient record or patient administration systems
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details Employer name Bristol NHS Foundation Trust
Address Weston General Hospital
Upper Maudlin Street
Weston-super-Mare
BS23 4TQ
United Kingdom
Employer's website https://www.uhbw.nhs.uk/ (Opens in a new tab)