Pre-Operative Assessment Outpatients Clerk

North Bristol NHS Trust (NBT) and University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) have merged as of 1st 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.
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.

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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.

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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

To show a caring and professional approach towards patients, relatives and carers. This may require acting with resilience to deal with sometimes distressed patients and relatives in an empathetic manner

· To keep waiting areas tidy and patient information materials up to date

· To undertake the role’s duties in the case of a major incident in your department (E.g. the ED Major Incident Process)

· Attend appropriate meetings as required by the role’s line manager

· Ensure that all clinical results and other clinical information are accurately filed in the patient notes and that patient notes are up to date and maintained according to the relevant Trust standards.

· 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 deal with clinic attendance outcome information e.g. - booking of follow up appointments as necessary and in accordance with instruction from POD staff.

· To cover sickness and holiday absences of colleagues in other admin roles.

· Have a working knowledge of pending list and booking rules for those specialties

· Assist in training of new members of the team

· To take part in departmental audits and associated duties

· If and when appropriate and directed, order and/or receipt stationary and essential items, in line with Trust policies

· Out coming the clinic and anaesthetic appointment on a daily bases and informing relevant waiting list teams of DNA or changes to previous days clinics to ensure funding is allocated to the department

Maintain the clinics figures of patients seen including one stops to allow of future planning of clinics.

· To book patient appointments in line with the, print letters and arrange any appointment related services as and when required (E.g. transport and interpreting services)

· To check and update patient details on arrival and book them into clinic retrieving data from a number of internal and external Patient Access Policy (PAS)’s

· To book patient appointments in line with the Patient Access Policy (PAP), print letters and arrange any appointment related services as and when required (E.g. transport and interpreting services)

· To input outcomes of appointments, including those of patients that did not attend, on the PAS and other relevant computer systems in a timely and accurate manner according to the relevant Trust standards

· To check incoming email inbox(s) on a daily basis to keep up to date with departmental and Trust wide news and information

· To check and update patient details on arrival to the ward, retrieving data from a number of internal and external Medway to ensure real time patient flow data is kept across the Trust

· Be responsible for the accurate entry of data to computerised databases, using all computer systems relevant to the role

· To check incoming email inbox(s) on a daily basis to keep up to date with departmental and Trust wide news and information

· To prepare case notes prior to clinics and admission for surgery, ensuring that the relevant stationery is inserted, ensure notes are up to date and that all relevant investigation reports from previous attendance are in place.

· Ensure all patient records are traced into and out of the ward

· Ensure patient records are appropriately received and transferred and

· Prepare patient notes for coding within the relevant deadlines set by the coding team, and deadlines are met as per coding policy.

Maintain confidentiality and discretion and comply with the terms of the Data Protection Act and local Trust policies at all times

· To be aware of Service and Trust policies and guidelines and ensure all these are adhered to

• Ensure all patient property is correctly documented and is safely stored as per Trust policy
• To keep public areas tidy and patient information materials up to date
• Maintain confidentiality and discretion and comply with the terms of the Data Protection Act and local Trust policies at all times
• Act with flexibility to utilise skills in other functions if and when appropriate or required by the role’s line manager

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.

· Please be aware of scams – unless specified above, we will only communicate with you via @recruit.trac.jobs or nhs.net e-mails and we will never ask you for any payments.

IMPORTANT:

Please note that if you apply for a position with this 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. We may also contact you by texting the mobile number, if provided, on the application form.

Due to the high number of applications that are received for some posts we may close this vacancy before the advertised closing date. Therefore, please apply for this post as soon as you can, if you are interested and you meet the requirements of the Person Specification

Only those candidates who clearly demonstrate how they meet the person specification will be shortlisted for this job.

As a guide interviews should usually take place within 3 weeks of the closing date.

When providing employment reference details, please provide correct work-related email addresses so references can be sought promptly when we are looking to progress your application. Your referee must all be known to you in a line manager or professional lead capacity.