Job summary A vacancy has arisen for a band 4 Lead Administrator in the Outlook and cancer services department of health psychology, based in ASCR division of North Bristol NHS Trust. The service work with both in-patients and out-patients at Southmead Hospital who are affected by cancer, concerns regarding appearance (acquired through illness or injury) or life-long, providing expert psychological therapies, information and support. The lead administrator role ensures the smooth running of the service, arranging clinics and appointments, dealing with enquiries, preparation of letters and reports and coordination with members of the small clinical team. Applications are encouraged from anyone with relevant administrative experience and knowledge as well as compassion for the wellbeing of the patients and their families using this service. Main duties of the job Overseeing all aspects of the patient pathway, from referral through treatment and follow up care, for Outlook / Cancer / Clinical Health Psychology Services. The key tasks respectively involve managing outpatient clinics and inpatient contacts, service waiting lists in line with the Trust's Patient Access Policy. To ensure efficient and effective use of available resources. To manage the waiting list for each team of clinicians and co-ordinate outpatient and inpatient appointments, including individual or group treatments and associated pre-/post-treatment administration. To play a central role within these services and to work in close liaison with colleagues, staff in other departments, GPs, patients, and the general public. To exercise initiative, independent judgment and decision making with situations arising from the duties described below to ensure an effective, high-quality service. Ensure good data quality, including within Careflow, EDMS, and service specific systems to ensure accurate patient and service related data is maintained, in addition to appropriate income generation and data. About us North Bristol NHS Trust employs over 12,000 staff providing healthcare to the residents of Bristol, South Gloucestershire and North Somerset from our award-winning hospital building at Southmead. We are the regional Major Trauma Centre, and an internationally recognised centre of excellence in a range of services and major specialities. Our vision is that by enabling our teams to be the best that they can be, we will provide exceptional healthcare, personally delivered. North Bristol NHS Trust values all people as individuals. We aim to be an anti-discriminatory organisation and are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We welcome applicants from all underrepresented groups. Date posted 23 January 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year pro-rata Contract Permanent Working pattern Part-time Reference number 339-BAL5371-A Job locations Southmead Hospital Monks Park Avenue Bristol BS10 5NB Job description Job responsibilities To work as part of a clinical service ensuring the smooth flow of patient-related activities, including inquiries, referrals, organisation of outpatient clinic bookings and inpatient contacts, working alongside a band 3 colleague. Maintaining an awareness of the particular needs, concerns and sensitivities of patients and their relatives/carers. The post holder is often the first point of contact for distressed individuals. The ethos of the whole team is to provide a friendly, efficient, and welcoming response at all stages of contact, in line with the values department. To work as part of a multi-disciplinary clinical team maintaining efficient systems and processes relating to patient contacts. This includes inputting registration and waiting list data onto the trusts computer systems, following correct booking processes. To provide support for the scheduling of out-patient appointments, ensuring that patients are informed, with reasonable notice. To also facilitate prompt responding to requests for in-patient referrals. Maintain activity records using NBT IT systems as appropriate regarding the work of the department. This includes the systems for securing computer-based records and measures completed by the clinical staff. Provide administrative support to team members, liaising closely with Operational Leads for Outlook and Cancer as well as the overall head of department, responding to disruptions in scheduling such as sickness absences that can disrupt flow. To liaise with other NBT services (e.g. the A&C Leads for Psychology in the Medical, N-MSK, and elsewhere to facilitate patient care. To ensure that comprehensive demographic and waiting list information is recorded and maintained from the time of receipt of referral to discharge/transfer for audit purposes (e.g. for meeting elective waiting time standards). To ensure that funding has been authorised for individuals identified as out of area regarding main commissioner contracts. Where cancellation of a patient appointment becomes necessary, to organise this, ensuring that any rescheduling is in accordance with Trust policy, accurately recording cancellations with reasons for this. Promptly respond to enquiries, (telephone, email, etc). To participate in development review processes, working to a job plan that is under constant review in line with fluctuations in demands and priorities for the team, ASCR division and NBT. The Job Plan to be reviewed annually or more frequently as necessary. To participate in team-based activities and initiatives, including, for example, service improvement projects, training events and consultation exercises. To maintain flexibility for adapting to disruptions elsewhere in services, in liaison with the head of department. Adhere to all Trust policies including Infection Control, Hygiene Code, Data Protection Act, Uniform Policy, taking appropriate account of patients rights and diversity and ensuring fair access to services. The post holder will undertake any other duties which may be reasonably regarded as within the nature of the duties, responsibilities and grade of the post as defined, subject to the provision that appropriate training is given and that wherever possible significant changes of a permanent nature shall be mutually agreed and incorporated into the job. Job description Job responsibilities To work as part of a clinical service ensuring the smooth flow of patient-related activities, including inquiries, referrals, organisation of outpatient clinic bookings and inpatient contacts, working alongside a band 3 colleague. Maintaining an awareness of the particular needs, concerns and sensitivities of patients and their relatives/carers. The post holder is often the first point of contact for distressed individuals. The ethos of the whole team is to provide a friendly, efficient, and welcoming response at all stages of contact, in line with the values department. To work as part of a multi-disciplinary clinical team maintaining efficient systems and processes relating to patient contacts. This includes inputting registration and waiting list data onto the trusts computer systems, following correct booking processes. To provide support for the scheduling of out-patient appointments, ensuring that patients are informed, with reasonable notice. To also facilitate prompt responding to requests for in-patient referrals. Maintain activity records using NBT IT systems as appropriate regarding the work of the department. This includes the systems for securing computer-based records and measures completed by the clinical staff. Provide administrative support to team members, liaising closely with Operational Leads for Outlook and Cancer as well as the overall head of department, responding to disruptions in scheduling such as sickness absences that can disrupt flow. To liaise with other NBT services (e.g. the A&C Leads for Psychology in the Medical, N-MSK, and elsewhere to facilitate patient care. To ensure that comprehensive demographic and waiting list information is recorded and maintained from the time of receipt of referral to discharge/transfer for audit purposes (e.g. for meeting elective waiting time standards). To ensure that funding has been authorised for individuals identified as out of area regarding main commissioner contracts. Where cancellation of a patient appointment becomes necessary, to organise this, ensuring that any rescheduling is in accordance with Trust policy, accurately recording cancellations with reasons for this. Promptly respond to enquiries, (telephone, email, etc). To participate in development review processes, working to a job plan that is under constant review in line with fluctuations in demands and priorities for the team, ASCR division and NBT. The Job Plan to be reviewed annually or more frequently as necessary. To participate in team-based activities and initiatives, including, for example, service improvement projects, training events and consultation exercises. To maintain flexibility for adapting to disruptions elsewhere in services, in liaison with the head of department. Adhere to all Trust policies including Infection Control, Hygiene Code, Data Protection Act, Uniform Policy, taking appropriate account of patients rights and diversity and ensuring fair access to services. The post holder will undertake any other duties which may be reasonably regarded as within the nature of the duties, responsibilities and grade of the post as defined, subject to the provision that appropriate training is given and that wherever possible significant changes of a permanent nature shall be mutually agreed and incorporated into the job. Person Specification Work experience Essential Good general education including GSCE in Maths or English (or equivalent) Hold an appropriate administrative qualification e.g., City & Guilds level 1 - Word Processing, Excel, Access, RSA stage III, ECDL or relevant experience A good working knowledge of MS Office applications including Excel Willingness and ability to learn new IT skills and technology Previous administrative experience Experience of working as part of a team in a multi-disciplinary environment Excellent word processing skills Excellent written/verbal communication skills Excellent customer care skills Ability to work under their own initiative, to conflicting deadlines Ability to oversee the workload of staff junior to them, ensuring urgent tasks are prioritised and work is shared equitably and fairly Confident and sympathetic when dealing with patients/staff Ability to be calm and professional when working under pressure Desirable Patient Administration Systems (PAS) training Experienced in audio typing or similar Experience of working in the NHS or similar organisation Experience of minute-taking in meetings Previous experience of waiting list management and complex data validation within the NHS Person Specification Work experience Essential Good general education including GSCE in Maths or English (or equivalent) Hold an appropriate administrative qualification e.g., City & Guilds level 1 - Word Processing, Excel, Access, RSA stage III, ECDL or relevant experience A good working knowledge of MS Office applications including Excel Willingness and ability to learn new IT skills and technology Previous administrative experience Experience of working as part of a team in a multi-disciplinary environment Excellent word processing skills Excellent written/verbal communication skills Excellent customer care skills Ability to work under their own initiative, to conflicting deadlines Ability to oversee the workload of staff junior to them, ensuring urgent tasks are prioritised and work is shared equitably and fairly Confident and sympathetic when dealing with patients/staff Ability to be calm and professional when working under pressure Desirable Patient Administration Systems (PAS) training Experienced in audio typing or similar Experience of working in the NHS or similar organisation Experience of minute-taking in meetings Previous experience of waiting list management and complex data validation within the NHS 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name North Bristol NHS Trust Address Southmead Hospital Monks Park Avenue Bristol BS10 5NB Employer's website https://www.nbt.nhs.uk (Opens in a new tab)