Job summary

This is a 12-month, fixed-term maternity cover position providing a comprehensive, efficient and high-quality administrative service in support of the Inpatient and Outpatient Speech and Language Therapy Service based at Cossham Hospital.

Cross-site working may be considered following full training undertake at Cossham Hospital. The role is offered at 25 hours per week, part-time.

Main duties of the job

The role supports a range of administrative functions, including clinic administration, appointment scheduling, and waiting list management in line with established patient pathway processes. The successful candidate will work closely with clinical and administrative colleagues while also demonstrating the ability to work independently, using initiative and sound judgement to ensure the smooth running of the service.

As a valued member of a well-established administrative team, the post holder will be expected to deliver excellent customer service, maintain accurate and confidential patient records, and ensure compliance with BNSSG Patient Access Policy, NHS standards, Trust policies, and departmental procedures. The role requires strong organisational skills, attention to detail, and a commitment to providing an efficient, effective, and patient-focused service.

About us

Bristol NHS Foundation Trust brings together more than 28,000 staff to deliver over 160 clinical services across thirteen hospital locations,operatingfrom three main sites at Southmead, Bristol citycentreand 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 theSouth Westhas 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 retaina workforce whichrepresentsthe 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 applicationin order toensurewe'remeeting our pledge.

Details

Date posted

05 October 2026

Pay scheme

Agenda for change

Band

Band 3

Salary

£25,760 to £27,476 a year pro rata

Contract

Fixed term

Duration

12 months

Working pattern

Part-time

Reference number

339-CCS9418-CCC-A

Job locations

Southmead Hospital/Cossham Hospital

Westbury on Trym

Bristol

BS10 5NB

United Kingdom

Job description

Job responsibilities

• Act as the first point of contact for the Speech and Language Therapy (SLT) and Hearing Therapy Service, responding professionally and sensitively to telephone calls, emails, voicemails, and other enquiries from patients, carers, healthcare professionals, and external agencies.
• Sort, prioritise, and distribute incoming correspondence, ensuring urgent matters are escalated promptly, and administrative tasks are prioritised appropriately.
• Receive, process, and manage written and verbal referrals, ensuring referrals are actioned within agreed timescales and in accordance with service procedures.
• Support outpatient clinic administration, including appointment booking, clinic preparation, waiting list management, patient transport arrangements, interpreter bookings, and communication of appointment information.
• Provide patients and their families with clear and accessible information regarding appointments and services, adapting communications to meet individual needs, including alternative formats where required.
• Maintain accurate, confidential, and up-to-date patient records using Trust electronic systems, including CareFlow and the Electronic Document Management System (EDMS), ensuring compliance with data protection legislation and Trust policies.
• Register, input, retrieve, and update patient information on hospital information systems as required to support service delivery.
• Exercise judgement and discretion when responding to patient and carer enquiries, providing reassurance and support where appropriate and escalating complex clinical queries to the relevant Speech and Language Therapist.
• Support Speech and Language Therapy staff with administrative, IT, and software-related queries, liaising with Trust support services where necessary.
• Produce, prepare, and maintain therapy resources, information packs, patient materials, reports, and presentations as requested by clinical staff.
• Process departmental orders and course bookings using Trust procurement systems, including SAP Ariba.

Job description Job responsibilities Act as the first point of contact for the Speech and Language Therapy (SLT) and Hearing Therapy Service, responding professionally and sensitively to telephone calls, emails, voicemails, and other enquiries from patients, carers, healthcare professionals, and external agencies. Sort, prioritise, and distribute incoming correspondence, ensuring urgent matters are escalated promptly, and administrative tasks are prioritised appropriately. Receive, process, and manage written and verbal referrals, ensuring referrals are actioned within agreed timescales and in accordance with service procedures. Support outpatient clinic administration, including appointment booking, clinic preparation, waiting list management, patient transport arrangements, interpreter bookings, and communication of appointment information. Provide patients and their families with clear and accessible information regarding appointments and services, adapting communications to meet individual needs, including alternative formats where required. Maintain accurate, confidential, and up-to-date patient records using Trust electronic systems, including CareFlow and the Electronic Document Management System (EDMS), ensuring compliance with data protection legislation and Trust policies. Register, input, retrieve, and update patient information on hospital information systems as required to support service delivery. Exercise judgement and discretion when responding to patient and carer enquiries, providing reassurance and support where appropriate and escalating complex clinical queries to the relevant Speech and Language Therapist. Support Speech and Language Therapy staff with administrative, IT, and software-related queries, liaising with Trust support services where necessary. Produce, prepare, and maintain therapy resources, information packs, patient materials, reports, and presentations as requested by clinical staff. Process departmental orders and course bookings using Trust procurement systems, including SAP Ariba.

Person Specification

Education and Qualifications

Essential

• IT literate with experience of inputting data or using a patient administration system
• Educated to GCSE or equivalent
• Competent Keyboard skills essentially accuracy and speed

Knowledge, skills and abilities

Essential

• An understanding of the meaning of confidentiality and the requirement for this to be maintained
• Clear and effective communication skills, both written and oral
• Ability to demonstrate good customer service skills both face to face and over the telephone.
• Able to prioritise day to day duties and tasks in a calm, organised and flexible approach to meet the needs of the service.
• Able to work with regular interruptions and multiple service users.
• Able to work independently as well as part of a wider team.

Desirable

• Understand NHS outpatient booking processes and/or a fundamental understanding of the NHS.
• Ability to communicate with patients with speech or language or severe hearing difficulties

Experience

Essential

• Experience of working as part of a team in a multi-disciplinary environment.
• Experienced of general office administration and clerical duties within or outside of the NHS or similar organisation.

Personal qualities

Essential

• Excellent timekeeping and attendance record.
• Work with confidence and sympathy when dealing with patients, carers and visitors.

Person Specification Education and Qualifications Essential IT literate with experience of inputting data or using a patient administration system Educated to GCSE or equivalent Competent Keyboard skills essentially accuracy and speed Knowledge, skills and abilities Essential An understanding of the meaning of confidentiality and the requirement for this to be maintained Clear and effective communication skills, both written and oral Ability to demonstrate good customer service skills both face to face and over the telephone. Able to prioritise day to day duties and tasks in a calm, organised and flexible approach to meet the needs of the service. Able to work with regular interruptions and multiple service users. Able to work independently as well as part of a wider team. Desirable Understand NHS outpatient booking processes and/or a fundamental understanding of the NHS. Ability to communicate with patients with speech or language or severe hearing difficulties Experience Essential Experience of working as part of a team in a multi-disciplinary environment. Experienced of general office administration and clerical duties within or outside of the NHS or similar organisation. Personal qualities Essential Excellent timekeeping and attendance record. Work with confidence and sympathy when dealing with patients, carers and visitors.

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.

Employer details

Employer name

Bristol NHS Foundation Trust

Address

Southmead Hospital/Cossham Hospital

Westbury on Trym

Bristol

BS10 5NB

United Kingdom

Employer's website

https://www.nbt.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Bristol NHS Foundation Trust

Address

Southmead Hospital/Cossham Hospital

Westbury on Trym

Bristol

BS10 5NB

United Kingdom

Employer's website

https://www.nbt.nhs.uk/ (Opens in a new tab)