At a Glance
- Tasks: Manage clinic appointments, prepare medical records, and provide excellent patient reception service.
- Company: Join Gloucestershire Hospitals NHS Foundation Trust, a leading employer in the region.
- Benefits: Enjoy flexible working, generous leave, NHS pension, and discounts at local shops.
- Other info: Be part of a vibrant team dedicated to community health and wellbeing.
- Why this job: Make a real difference in patient care while developing your skills in a supportive environment.
- Qualifications: GCSE English and Maths at Grade C or above; organisational skills required.
The predicted salary is between 23735 - 29009 £ per year.
The closing date is 10 November 2026.
Outpatient Administrator, Band 3 (22.5 hours a week) Thirlestaine Breast Centre is an extremely busy department and requires an energetic but exceptionally organised person to join our specialist Outpatient booking team/Reception. If you like to be kept busy, enjoy variety and have good attention to detail whilst under pressure, then you could be the person we are looking for to enable us to deliver an excellent service, and deliver excellent patient care.
The post holder will manage clinic appointments and utilisation, obtaining and preparing medical records ready for clinic, provide an efficient and courteous outpatient reception service, handling patients' queries and liaising with other healthcare professionals in order to support the delivery of Trust activity targets and deliver safe patient care. This is a responsible role, and you will be expected to use your own initiative, make decisions and deal sensitively with patients, their relatives and the wider healthcare team.
Additional working pattern details: Mon - Wed. The proposed interview date is 19th November.
Main duties of the job
- Clinic Administration
- Coordinate clinic bookings, monitor appointment utilisation, and manage amendments to schedules.
- Prepare and check patient records for upcoming clinics, ensuring availability and accuracy of information.
- Maintain digital and paper-based systems in line with Trust policies and data protection standards.
- Reception & Front-Line Support
- Welcome patients, visitors and staff in a professional and friendly manner.
- Manage the check-in and check-out process efficiently using the Trust's clinical systems.
- Respond to telephone and in-person enquiries promptly and with empathy.
- Relay messages accurately between patients, clinicians and other departments.
- Provide non-clinical information and reassurance to patients in a sensitive and confidential manner.
- Assist in the timely movement of records between departments or storage.
- Work closely with consultants, nurses, radiographers and admin colleagues to support care delivery.
- Provide cover and support during staff absence or peak activity periods.
About us
We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another. With a team of over 9,000 employees, we are proud to be the largest employer in Gloucestershire and rank among the top 10 largest Trusts in the South West region. By joining our Trust, you will benefit from an excellent package that includes exclusive benefits, flexible working opportunities and the chance to gain valuable experience in one or both of our innovative hospitals. As well a generous annual leave allowance, you will have access to the excellent NHS pension scheme, competitive bank rates, discounts at local shops and restaurants, access to two on-site nurseries, discounted public transport, reward and recognition and a range of health and wellbeing initiatives to support you.
Job responsibilities
For more information on the job description and the main responsibilities of this vacancy then please see the attached job description for more information 0300 422 3785/3787 Available for informal visit/calls Mon - Friday.
Person Specification
- Qualifications
- GCSE English and Maths at Grade C or above, or equivalent.
- Knowledge
- Proven organisational skills.
- Excellent and accurate attention to detail.
- Knowledge and awareness of health and safety issues, risk management and data protection act.
- Working knowledge of TRAK/EPR/PACS/Infoflex.
- Experience
- Experience of using own initiative, prioritising workload and utilising organisational skills.
- Previous experience of dealing with members of the public.
- Previous experience working in a busy office.
- Experience of data entry, maintaining databases and data validation of electronic records.
- Working experience of TRAK/EPR/PACS/Infoflex.
- Personal Attributes
- Ability to multitask.
- Ability to work flexibly within a team.
- Ability to use own judgement and initiative.
- Ability to prioritise workload and work to deadlines.
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 name
Gloucestershire Hospitals NHS Foundation Trust
£25,760 to £27,476 a year (pa, pro rata if part-time).
Outpatient Administrator, Band 3 Breast Surgery in Cheltenham employer: Gloshospitals
Gloucestershire Hospitals NHS Foundation Trust is an exceptional employer, offering a supportive work culture that prioritises patient care and employee well-being. With opportunities for professional growth and development within the healthcare sector, employees benefit from a collaborative environment at Cheltenham General Hospital, where their contributions directly impact the lives of patients. Join us to be part of a dedicated team committed to excellence in pharmacy services.
StudySmarter Expert Advice🤫
We think this is how you could land Outpatient Administrator, Band 3 Breast Surgery in Cheltenham
✨Get Involved with Local Health Initiatives
Join local community health events or volunteer for organisations like public health agencies. This not only builds your experience but also helps you network with industry professionals who might know of openings at places like Gloshospitals.
✨Tap into Professional Associations
Check out associations like the Institute of Healthcare Management. They often have job boards, networking events, and conferences that are perfect for connecting with potential employers in health sciences administration.
✨Stay Updated with Industry Trends
Follow health policy news and trends—being knowledgeable about the current landscape will not only help you in interviews but also make you stand out as a candidate. You can discuss recent developments and their implications when chatting with folks at Gloshospitals.
✨Apply Through Our Website for Better Visibility
When you find roles that excite you, especially at places like Gloshospitals, don’t forget to apply through our website. This can sometimes give you an edge by showing the employer you’re savvy and committed to finding the right fit.
We think you need these skills to ace Outpatient Administrator, Band 3 Breast Surgery in Cheltenham
Some tips for your application 🫡
Highlight Your Relevant Experience:When applying for a role in health sciences administration, it's super important to spotlight any relevant experience you have in healthcare settings. Whether you've worked in a hospital, a clinic, or any related environment, make sure to detail those roles in your CV – focusing on your responsibilities and achievements that align with the job at Gloshospitals.
Showcase Your Administrative Skills:Administrative skills are key in this field, so don’t hold back! Make sure your CV reflects your proficiency in things like scheduling, data management, and compliance with health regulations. Mention specific software you’ve used, such as patient management systems, as this will demonstrate your hands-on abilities and readiness for the role at Gloshospitals.
Craft a Meaningful Cover Letter:Your cover letter should reflect your passion for the health sciences field and your eagerness to contribute to Gloshospitals. Share a bit about why you’re drawn to this sector, any impactful situations or challenges you’ve encountered, and how they’ve shaped your desire to work in health sciences administration. This personal touch can really set you apart!
Tailor Your Documents to the Job:Don't use a one-size-fits-all approach! Make sure your CV and cover letter are specifically tailored for this role. Highlight any certifications you have relevant to health administration, and ensure you clearly connect your previous roles to the skills needed for the full-time position at Gloshospitals. This way, you're showing them you’ve done your homework and are genuinely interested in being a part of their team.
How to prepare for a job interview at Gloshospitals
✨Showcase Your Administrative Skills
In health sciences administration, being organised is key. Make sure you can demonstrate your skills in managing schedules, paperwork, and data accurately. Be ready to discuss specific tools you've used, like electronic health record systems or scheduling software, and how they improved efficiency in your past experiences.
✨Know Your Regulations
Familiarity with healthcare regulations and compliance is crucial. Brush up on HIPAA, GDPR, or other relevant policies before your interview. We recommend preparing examples of how you've ensured compliance or handled sensitive information in past roles—this will show you're not just knowledgeable but also responsible.
✨Prepare for Scenario Questions
Interviews for administrative roles often involve scenario-based questions to assess your problem-solving skills. Practice responses to common situations you might face, such as dealing with a challenging patient or managing a sudden schedule change. This will not only demonstrate your ability to think on your feet but also highlight your interpersonal skills.
✨Align Your Goals with the Organisation
As a full-time candidate, employers will want to know how your long-term career goals align with their mission. Take some time to research Gloshospitals’s values and be ready to tie your passion for health sciences administration into their objectives. Demonstrating enthusiasm and career alignment can be a game-changer in this competitive field!
