Respiratory Medicine Administrator​/Booking Clerk

Respiratory Medicine Administrator/Booking Clerk

This role provides essential support to the Respiratory Medicine and Respiratory Physiology services by helping provide an outstanding experience for our patients. The successful applicant will join a dynamic and motivated team who are committed to reducing wait times and improving access to our service. The role requires regular clinic booking, data quality and patient communication support.

The post holder will be responsible for facilitating bookings for a number of routine clinic and diagnostic appointments and providing general administrative support, including data quality and patient contact.

Requirements include using local electronic patient systems such as ERS and Lorenzo, following procedures for booking appointments, audio‑typing letters, and administering the DNA process.

The role actively co‑ordinates and monitors the reduction of waiting times in line with Government Access Targets and local guidelines, ensuring patients are dated within the Referral to Treatment waiting times. Another key aspect is ensuring full clinic utilisation for Respiratory Medicine services and working as part of a team to facilitate the Physiology testing service, ensuring compliance with DM01 targets.

North Bristol NHS Trust is the largest Trust in the South West region and one of the largest trusts in the country. The Trust provides medical, surgical, neonatal, maternity care and regional services, and is the major trauma centre for the West Country.

• Maintain clinic utilisation, including short‑notice cancellations and re‑books.
• Coordinate testing and consultation appointments to improve department performance and patient experience.
• Monitor clinic capacity and demand for appointments.
• Book routine and urgent appointments, maximizing appointment slots and escalating if slots are insufficient.
• Support management of waiting lists by highlighting booking challenges to coordinators.
• Implement robust patient cancellation process, returning to GP care where appropriate.
• Use hospital computer systems for all outpatient processes, arranging follow‑up appointments in accordance with protocols.
• Perform other administrative or clerical duties (incoming mail, spreadsheet updates).
• Respond promptly to telephone enquiries, ensuring accurate information is recorded.
• Support data quality work as required by the Support Manager.
• Engage with departmental initiatives and embody the NBT Cares culture.
• Liaise with patients, relatives, GPs, clinical and administrative staff via phone, face‑to‑face and written correspondence.
• Ensure all clinics are cashed‑up at the end of each working day.
• Maintain a safe environment for patients and staff.
• Manage annual leave and inform medical secretaries of absences.
• Maintain patient confidentiality at all times.
• Adapt workload practices to match service needs and suggest service improvements.
• Contribute to personal development and attend mandatory training.
• Carry out other reasonable duties as agreed with the Support Services Manager or Specialty Manager.

• Minimum three GCSE/O'école qualifications, including English Language and Mathematics.
• Knowledge of medical terminology.

• Confidence in talking to patients and senior clinicians regularly.
• Exceptional organisational skills and willingness to go above and beyond for patients.
• Self‑motivation and ability to manage large recurrent workload.
• Ability to work under tight deadlines and pressure.
• Independent work with initiative, seeking guidance when appropriate.

• Administrative and clerical practice experience.
• Extensive Microsoft Word and Outlook proficiency.
• Experience using a computerised patient administration system or database; willingness to learn new IT skills and technology.
• Experience in NHS or other patient/customer focused environment.
• Knowledge of NHS performance metrics and targets.
• Experience working in a large team.

• Produces accurate, high‑standard work.
• Comfortable with learning new skills and adapting to service needs.
• Very good verbal communication skills; articulate and confident.
• Maintains good working relationships within team and wider hospital staff groups.
• Professional, courteous and positive approach.
• Understands importance of confidentiality and data protection.
• Maintains excellent time‑keeping and attendance record.

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a Disclosure and Barring Service check.