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- Tasks: Join our Dermatology team as a Clinic Coordinator, managing patient communications and administrative tasks.
- Company: Be part of University Hospitals Bristol and Weston NHS Foundation Trust, a leading healthcare provider.
- Benefits: Enjoy flexible working hours, a supportive environment, and opportunities for career development.
- Why this job: Make a real impact in patient care while working in a dynamic, diverse team.
- Qualifications: GCSEs in English and Maths required; previous NHS experience is a plus.
- Other info: We welcome applications from all backgrounds and are committed to diversity.
The predicted salary is between 24937 - 26598 £ per year.
Main area Dermatology Grade Band 3 Contract 9 months (Fixed term) Hours Part time – 30 hours per week (Monday – Friday OR Monday to Thursday 8:30 AM start.) Job ref 387-M9027-MF-A
Site Bristol Royal Infirmary Town Bristol Salary £24,937 – £26,598 pa pro rata Salary period Yearly Closing 25/07/2025 23:59
As an organisation we 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.
This is a fantastic opportunity for a hardworking and enthusiastic individual to join the Dermatology Department.
Working in a fast-paced environment as part of a large team, you will draw on your experience and skills to effectively communicate with patients, clinicians and peers to support the effective management of a range of administrative tasks.
For further details please view the job description and person specification.
Main duties of the job
Communication:
- To support the adding referrals .
- Manage patient communications both via telephone and through Trust systems to create letters, emails and text reminders
- To 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 and email
- Escalate patient queries, capacity problems and general issues to the role’s line manager or relevant clinical staff as appropriate
- Communicate changes to clinics and appointments to patients as instructed, often at short notice
- To show a caring and professional approach towards patients, relatives and carers. This may require acting with resilience to deal with sometimes distressed patients and relatives in a professional and empathetic manner
Organising and Planning:
- Implement the policy for patients who do not attend (DNA) their appointment
- To manage and monitor all outstanding appointment requests through the Trust’s Patient Administration System (PAS) and escalate any issues immediately to your manager
- Ensure clinic lists are effectively utilised in discussion with the appropriate clinician and manager, and rebook any cancelled appointment slots
- Attend appropriate meetings as required by the role’s line manager
Working for our organisation
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 different sites, serving a core population of more than 500,000 people across South West England. UHBW has been rated by the CQC as ‘Good’ overall and our staff are proud to deliver excellent care to the people of Bristol, Weston and beyond. As a forward- thinking multi-award winning Trust and a digital exemplar committed to improving patient care, our world-leading research and innovations are having a positive local and global impact. Our hospitals are spread across Bristol and Weston, join us and you can enjoy the very best of both worlds; city living within a stone’s throw of the countryside or beside the seaside, both with easy access to all that the South West has to offer. UHBW is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. 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 in order to ensure we’re meeting our pledge.
Detailed job description and main responsibilities
For a more detailed job description, main responsibilities, and person specification, please refer to the job description document attached to this vacancy.
Person specification
Knowledge and Experience
- Clerical / administrative experience, including filing and/or reception
- Experience of dealing with the public, both on the telephone and in person
- Previous NHS experience
- Experience of using a Patient Administration System
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
Skills and Abilities
- Effective and polite manner when dealing with people, both face to face and on the phone
- Able to work under pressure and meet deadlines whilst maintaining a high standard of accuracy
- Ability to work effectively in a busy team, adjust to change and motivate others
- Ability to work on your own, using your 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
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.
· UHBW 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 University Hospitals Bristol and Weston 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.
· Please be aware of scams – unless specified above, we will only communicate with you via @recruit.trac.jobs or nhs.net e-mails and we will never ask you for any payments.
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, please apply for this post as soon as you can, 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.
Employer certification / accreditation badges
Name Maxine Francis Job title Assistant Speciality Manager Email address Maxine.Francis@uhbw.nhs.uk Telephone number 01173423902 Additional information
I work Monday 08:30 AM – Friday 16:30 PM.
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Clinic Coordinator - Waiting List employer: University Hospitals Bristol NHS Foundation Trust
Contact Detail:
University Hospitals Bristol NHS Foundation Trust Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Clinic Coordinator - Waiting List
✨Tip Number 1
Familiarise yourself with the NHS and its operations, especially within the dermatology department. Understanding how the Trust functions will help you communicate effectively during interviews and demonstrate your commitment to the role.
✨Tip Number 2
Practice your communication skills, particularly in handling difficult conversations. Since the role involves dealing with distressed patients, showcasing your ability to remain calm and professional under pressure can set you apart from other candidates.
✨Tip Number 3
Network with current or former employees of the Trust, especially those in administrative roles. They can provide valuable insights into the work culture and expectations, which can help you tailor your approach during the interview process.
✨Tip Number 4
Be prepared to discuss your experience with Patient Administration Systems (PAS) and any relevant clerical skills. Highlighting your familiarity with these systems will demonstrate your readiness to hit the ground running in this role.
We think you need these skills to ace Clinic Coordinator - Waiting List
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant clerical and administrative experience, especially any roles where you've dealt with the public or worked in a healthcare setting. Emphasise your skills in communication, organisation, and IT.
Craft a Strong Cover Letter: In your cover letter, express your enthusiasm for the Clinic Coordinator role and how your background aligns with the responsibilities outlined in the job description. Mention specific experiences that demonstrate your ability to manage patient communications and work under pressure.
Highlight Relevant Qualifications: Clearly state your qualifications, particularly your GCSEs in English and Maths, and any relevant NVQs or training. If you have experience with Patient Administration Systems, make sure to mention it as it's crucial for this role.
Showcase Your Soft Skills: The role requires effective communication and the ability to handle difficult conversations. Provide examples in your application of how you've successfully managed challenging situations with patients or colleagues, demonstrating your resilience and empathy.
How to prepare for a job interview at University Hospitals Bristol NHS Foundation Trust
✨Understand the Role
Make sure you thoroughly read the job description and understand the key responsibilities of a Clinic Coordinator. Be prepared to discuss how your previous experience aligns with managing patient communications and administrative tasks in a fast-paced environment.
✨Showcase Your Communication Skills
Since the role involves significant interaction with patients and clinical staff, be ready to demonstrate your effective communication skills. Prepare examples of how you've handled difficult conversations or managed queries in previous roles.
✨Highlight Organisational Abilities
The position requires strong organisational skills. Think of instances where you've successfully managed multiple tasks or appointments, and be ready to share these experiences during the interview.
✨Emphasise Teamwork and Adaptability
Working as part of a large team is crucial for this role. Be prepared to discuss how you work collaboratively with others and adapt to changing situations, especially in a busy healthcare setting.
