Main area Receptionist/Clerical officer Grade Band 2 Contract Permanent: 37.5 hours Hours Full time – 37.5 hours per week (rota pattern monday to friday 0700-1500, 0900-1700, 1000-1800) Job ref 387-S2969-LMH
Employer Bristol NHS Foundation Trust Employer type NHS Site Bristol Town bristol Salary £25,272 pa Salary period Yearly Closing 05/10/2026 23:59
Band 2
North Bristol NHS Trust (NBT) and University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) have merged as of 1 st July 2026 to become Bristol NHS Foundation Trust. This will create an exciting future that brings together the best of both organisations. As a single, strong and sustainable organisation, we will not only be able to deliver better outcomes for our patients and fairer care for our population, but it will also provide greater opportunities for our people. Bristol NHS Foundation Trust 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.
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Job overview
To provide a high standard of administrative and patient customer service support within the department, ensuring effective and professional communication with patients, staff, external contractors and other departments. The post holder will be responsible for providing efficient telephone, email, written and face-to-face communication, supporting clinic preparation and ensuring relevant patient notes and documentation are available in a timely manner. The role requires the ability to work effectively under pressure, meet deadlines, work independently and as part of a team, and demonstrate initiative in identifying and completing tasks. The post holder will be expected to proactively support colleagues with their workload and respond promptly to requests from within and outside the department. A key responsibility will be ensuring patient telephone enquiries and messages are recorded accurately, including the patient’s T-number, full name and reason for contact, and passed to the appropriate Case Manager in a timely manner. The post holder will contribute to the smooth and efficient running of the department by proactively identifying work, preparing clinics in advance, tracing and ordering notes, arranging note collection and responding to requests from other departments.
Main duties of the job
- To liaise with wards, clinical staff, GPs and Trust support staff in person, via telephone and email as and when necessary
- Escalate patient queries, capacity problems and general issues to the role’s line manager or relevant clinical staff as appropriate
- Provides admin support to different clinical teams such as Anaesthetic and nursing teams.
- Dealing with telephone enquiries and taking accurate messages as appropriate
- To act as Receptionist for clinic. Receive patients, verify identity and update the personal data on both Medway computer system and medical records as appropriate. Issuing case notes to clinic, medical and nursing staff.
- Professional and friendly manner in admitting patient to the clinic/ department ensuring all queries are dealt with in a supportive and punctual approach
- Using the Medway and Evolve case-note tracking system and liaising with Medical Records; collecting urgent notes of patients due to attend clinic from various departments, scanning document on to Evolve
- To carry out associated clerical duties, for example maintaining accurate filing systems, photocopying, receiving and distributing post, diary management and scanning patient notes if required
- To cover sickness and holiday absences of colleagues in other admin roles.
Working for our organisation
Bristol NHS Foundation Trust brings together more than 28,000 staff to deliver over 160 clinical services across thirteen hospital locations, operating from three main sites at Southmead, Bristol city centre and Weston.
With an annual turnover of £2.3 billion, we are now one of the largest NHS trusts in the United Kingdom. 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.
Bristol NHS Foundation Trust values all people as individuals. 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
Education and qualifications
- Educated to GCSE, grade C or above (or equivalent) in English Language and Maths
Knowledge, skills and abilities
- Excellent/professional telephone/ reception manner
- Flexible approach to duties
- 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 other
- Ability to work independently and as part of a team
- Good IT skills including Microsoft packages
- Confidence to handle difficult conversations with patients, relatives and carers
Experience
- Clerical/administration experience including filing and/or receipt
- Previous receptionist experience in a healthcare or public setting
- Previous NHS experience
- Respecting Everyone
- Recognising Success
- Working Together
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.
- BFT 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 Bristol 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.
Employer certification / accreditation badges
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Name suzanne fry Job title ward manager Email address suzanne.fry@uhbw.nhs.uk Telephone number 01173427599 Additional information Lisa Duxbury ward manager – 01173427599
If you have problems applying, contact
Address People & Transformation DivisionNorth Bristol NHS TrustSouthmead HospitalBS10 5NBTelephone 0117 4141151
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