Job summary
Are you highly organised, motivated, and looking to make a real difference for patients?We are looking for an Outpatient Referrals Administrator to join our supportive and friendly Outpatient Referrals Team at County Hall.
We are looking for someone who:
- Has strong administrative and organisational skills.
- Can work accurately under pressure and manage a busy workload.
- Communicates clearly and professionally with colleagues and external stakeholders.
- Is keen to learn and comfortable using IT systems and digital platforms.
- Demonstrates the Trusts values in their day to day work.
Main duties of the job
As an Outpatient Referrals Administrator, you will play a key part in ensuring patients are referred swiftly and accurately to the right services. You will receive full training and ongoing support to help you succeed in the role.
Your responsibilities will include:
- Managing and processing incoming GP patient referrals.
- Handling referrals submitted via Cinapsis Advice & Refer.
- Using a range of local and national NHS systems.
- Ensuring all information is accurate, timely, and processed in line with Trust procedures.
This is a varied and rewarding administrative role where attention to detail, communication skills and the ability to work well as part of a team are essential.
The post holder is expected to work in accordance with all Trust policies, demonstrating and upholding the Trusts values and core standards at all times.
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
Job responsibilities
Communicate with GP practices, colleagues, internal and external contacts in a courteous, professional and timely manner at all times by various methods, i.e. telephone, written, face to face.
Receive telephone calls and enquiries, taking appropriate action, or, where necessary, re-direct or accept a message on behalf of members of the team.
Report any complaints/comments or requests to the Outpatient Senior Referrals Administrator immediately. Have the knowledge and knowhow of when to refer to PALS.
Dealing with queries from consultants and other Trust staff and to have the initiative to know when help from a more senior staff member is required.
Have an excellent telephone manner; this is imperative to ensure that clear and concise information is exchanged to patients and staff.
Working within set work patterns, prioritise own work efficiently and effectively to ensure all administrative duties are met, highlighting any issues to the Outpatient Senior Referrals Administrator.
Work flexibly across the department as required.
Entering and retrieving data from hospital computer systems.
Disposing of confidential waste.
Keep an organised and tidy office environment
Monitoring referrals and assisting with manging worklists in e-Referrals, Maxims and Cinapsis.
Data quality validation under supervision.
Assisting in training of new staff in simple tasks where appropriate.
Sending and replying to patient and staff emails in a timely manner.
Dealing with incoming and outgoing post.
Monitoring the trust/RMC shared drive to ensure all referrals are correctly received and uploaded into the trust PAS system.
Job description
Job responsibilities
Communicate with GP practices, colleagues, internal and external contacts in a courteous, professional and timely manner at all times by various methods, i.e. telephone, written, face to face.
Receive telephone calls and enquiries, taking appropriate action, or, where necessary, re-direct or accept a message on behalf of members of the team.
Report any complaints/comments or requests to the Outpatient Senior Referrals Administrator immediately. Have the knowledge and knowhow of when to refer to PALS.
Dealing with queries from consultants and other Trust staff and to have the initiative to know when help from a more senior staff member is required.
Have an excellent telephone manner; this is imperative to ensure that clear and concise information is exchanged to patients and staff.
Working within set work patterns, prioritise own work efficiently and effectively to ensure all administrative duties are met, highlighting any issues to the Outpatient Senior Referrals Administrator.
Work flexibly across the department as required.
Entering and retrieving data from hospital computer systems.
Disposing of confidential waste.
Keep an organised and tidy office environment
Monitoring referrals and assisting with manging worklists in e-Referrals, Maxims and Cinapsis.
Data quality validation under supervision.
Assisting in training of new staff in simple tasks where appropriate.
Sending and replying to patient and staff emails in a timely manner.
Dealing with incoming and outgoing post.
Monitoring the trust/RMC shared drive to ensure all referrals are correctly received and uploaded into the trust PAS system.
Person Specification
Qualifications
Essential
- As a minimum GSCEs in English Language and Maths or functional skills
Experience
Essential
- Experience of dealing with patients/customersEvidence of prioritising workloads/good time managementProven 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
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
Desirable
- Knowledge of medical terminology
- Working knowledge of in-house hospital systems
Person Specification
Qualifications
Essential
- As a minimum GSCEs in English Language and Maths or functional skills
Experience
Essential
- Experience of dealing with patients/customersEvidence of prioritising workloads/good time managementProven 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
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
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.
