North Bristol NHS Trust

Referrals & Distribution Clerk

The closing date is 25 August 2025

Job summary

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.

About us

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.

Date posted

11 August 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£24,465 a year pro-rata

Contract

Permanent

Working pattern

Part-time

Reference number

339-CCS9632-CCC-B

Job locations

Southmead Hospital

Bristol

BS10 5NB

Job description

Job responsibilities

Administrative

To co-ordinate the receipt of referrals from GPs 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.