Thank you for your interest in this vacancy!
We highly recommend reading our Tips on how to apply page to give you an insight on how applications are scored & shortlisted by our Recruiting Managers. These tips have been provided to give you a better chance of being shortlisted for our vacancies.
Please note that if you apply for a position with North Bristol NHS 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 including junk and spam folders.
Our job adverts may close as soon as sufficient applications have been received. Considering this, if you are interested in this role, please do apply as soon as you can.
Generative artificial intelligence (AI) describes algorithms that can be used to produce new content, including audio, code, images, text, simulations, and videos. It is developing all the time and is now being used as a support mechanism for all kinds of content-based creations. Please note the use of AI is monitored and if applicants have used it then they are required to declare this.
Job Overview
Centralised Outpatient Services at North Bristol NHS Trust is seeking to recruit a permanent Referral & Distribution Clerk into the Referrals & Distribution Team. This is a busy role in a busy team who complete a variety of tasks including the management of; internal referrals, tertiary referrals from other hospitals and outgoing postage of letters for outpatient appointments. The post holder will be integral to supporting patient pathways. We would welcome someone who has excellent attention to detail, able to follow processes and procedures competently and who works well in a team.
Main duties of the job
The ideal candidate will have an eye for detail and is capable of learning and following a variety of different processes, gaining an understanding of ways that patients can access and move between services at North Bristol NHS Trust, ensuring that patient pathways do not experience delays.
The post holder will require strong computer literacy, understanding of Microsoft Office suite, the ability to learn multiple IT systems, adapt to change in line with objectives and priorities, and the ability to understand large quantities of information while applying knowledge of processes and procedures to identify the next steps needed.
The post holder will represent Centralised Outpatient Services through written and verbal communication with external organisations so will require excellent communication skills.
Working for our organisation
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.
Detailed Job Description And Main Responsibilities
Administrative
- To co-ordinate the receipt of referrals from GP’s and other health care professionals including tertiary and ICE referrals.
- To receive and date stamp referrals received by post.
- To sort referrals into different specialties (departments) and type (new, follow-up, ERS).
- To ensure referrals have been clinically triaged and chase outstanding referrals, using Trust reporting to track those that remain outstanding.
- To upload referrals to the PAS system, ensuring the receipt date is accurately recorded.
- To accurately record the Referral to Treatment (RTT) status.
- To process diagnostic/non-consultant led referrals.
- To process documentation in a timely manner, meeting required key performance indicators.
- To check the patient does not already have a referral in the specialty service.
- To create a waiting list entry for the patient and accurately record waiting list schedules.
- To ensure patient information is kept confidential and not shared with others.
- To respond to queries in relation to referral status.
- To oversee the Net email account and process and respond to correspondence appropriately.
- To check patient details are accurate on the hospital IT system, and update as necessary.
- To assist with the printing and posting of letters to patients, including generating letters when required.
- To follow and adhere to Trust Quick Reference Guides (QRG) or Standard Operating Procedure (SOP) guidelines.
Departmental
- To take part in team meetings eg, huddles.
- To maintain good working relationships with colleagues throughout the Trust.
- To feedback/raise any issues with the supervisor or manager.
- To escalate non-compliance of administrative processes by any other teams.
- To share compliments and complaints with the supervisor or manager.
- To adhere to local and Trust policies, procedures and guidelines.
- To undertake annual mandatory training relevant to job role.
- To participate in annual appraisal review with line manager.
- To co-operate fully in the introduction of new technology and methods of working.
- To assist in training new staff who join the team.
- To undertake other tasks relevant to the role and grade.
Person specification
Work Experience
Essential criteria
- Experience of working administrative role
- Experience of working as part of a team
Desirable criteria
- Previous NHS or hospital experience
- Working knowledge of a hospital PAS system
Education & Training
Essential criteria
- Good general education including GCSE in Maths & English C and above (or equivalent).
- Able to use IT systems effectively
Desirable criteria
Knowledge/Skills/Abilities
Essential criteria
- Evidence of organising and prioritising day to day duties and tasks
- Ability to follow processes and procedures
Desirable criteria
- Knowledge of outpatient processes and procedures
If you apply for this vacancy and have not received a communication from North Bristol NHS Trust within three weeks of the closing date, please assume that on this occasion your application has been unsuccessful.
Please note that North Bristol NHS Trust does not reimburse travel expenses relating to interview attendance.
If you feel you meet the requirements of the Disability Act / Two Ticks scheme and require further support/advice, please contact us on tel 0117 414 1151.
North Bristol NHS Trust are committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.
The successful applicant(s) will normally commence at the minimum of the scale unless they have previous NHS service at the same band. Progression through the scale is by annual increments.
At North Bristol Trust (NBT), we know diverse and inclusive environments lead to happier and healthier teams and improved patient care and outcomes. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where we all belong. We therefore particularly encourage applications from candidates who are currently underrepresented in NBT’s workforce at Band 8a and above. These include people from Black, Asian and minority ethnic backgrounds, disabled people and LGBTQIA+ people.
Please note that stringent pre-employment checks are undertaken on all successful applicants prior to commencement in post.
