Outpatient Clinic Administrator

Job summary

The Outpatient Clinic Administrator is responsible for providing high-quality administrative and reception support to outpatient services within the Surgical Care Directorate. Working as part of the Outpatient Administration Team, the post holder supports the efficient running of clinics by welcoming patients, managing appointments, maintaining accurate patient records, processing clinic documentation and responding to enquiries from patients, clinicians and colleagues.

The role requires a professional, organised and patient-focused approach to ensure a positive patient experience and the smooth delivery of outpatient services. The post holder will work collaboratively with clinical and administrative teams, adhere to Trust policies and procedures, maintain confidentiality and contribute to the delivery of safe, effective and efficient patient care.

The post holder is expected to demonstrate flexibility in meeting the operational needs of the department by providing reception cover across different outpatient areas as required, ensuring continuity of service and maintaining a high standard of patient care. They will also provide support to colleagues, assist with the training of new staff, and demonstrate flexibility in meeting the operational needs of the department. This is a part-time role of 22.5 hours per week and flexibility may be required to support service demands across the outpatient department.

Main duties, tasks & skills required

• Deliver a professional reception and administrative service for outpatient clinics.
• Book and manage outpatient appointments in accordance with specialty guidelines.
• Maintain accurate patient records and support data quality processes.
• Prepare clinics and process clinical correspondence and documentation.
• Provide excellent customer service and respond to patient queries and concerns.
• Support clinical teams by ensuring required information and documentation are available.
• Work collaboratively with colleagues to ensure continuity of service and cover during periods of absence.
• Adhere to Trust values, policies, information governance requirements, and confidentiality standards.
• Participate in team and Trust meetings as requested.

About us

At Somerset NHS Foundation Trust, we're committed to supporting our employees with a range of benefits designed to enhance your professional and personal life. We offer:

• Flexible working options to help you balance work and life
• NHS pension scheme for long-term financial security
• Generous annual leave allowance to recharge and relax
• A strong focus on career development to help you grow and achieve your potential

Additionally, you'll gain access to our Blue Light Card, unlocking exclusive discounts on shopping, dining, and leisure activities, as well as NHS-specific perks to support you both inside and outside of work.

We are proud to foster a diverse, skilled, and inclusive workforce, and we encourage applications from all backgrounds.

Why Somerset? Somerset offers the perfect blend of idyllic countryside, outstanding areas of natural beauty, and breathtaking coastlines, with vibrant cities like Bristol, Bath, and Exeter just a short drive away - and only two hours to London.

The region is home to excellent educational facilities, and with affordable housing compared to other parts of the country, it's a great place to build both your career and your future.

Somerset truly has it all - the peaceful countryside and cosmopolitan city life, with something for everyone to enjoy.

Job description

Please see attached Job Description & Person Specification for further details of duties and responsibilities.

Person specification

Qualifications

Essential

As a minimum GSCEs in English Language and Maths or functional skills

Experience

Essential

• Experience of dealing with patients/customers
• Evidence of prioritising workloads/good time management
• Proven experience of working well as part of a team

Desirable

• Experience of working in a healthcare setting/previous experience of NHS administration processes
• Minimum 1 year office experience within last 5 years
• Experience of high volume contacts with patients/customers using the telephone
• Experience working on a reception meeting and greeting patients/customers

Additional Criteria

Essential

• IT literate; including recent experience of using Microsoft packages such as Word, Outlook and Excel
• Must be able to communicate in English Language, both written and verbally appropriate
• Excellent communication skills, able to communicate effectively at all levels
• Ability to maintain good quality professional relationships even when dealing with contentious matters
• Polite and professional at all times

Desirable

• Knowledge of medical terminology
• Working knowledge of in-house hospital 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.

For help with your application, contact:

Kelly Fearn

kelly.fearn@somersetft.nhs.uk