Job summary

The post holder will provide an efficient and effective administration support service to the Services at Health Services at Treatment Rooms in Halton within Bridgewater Community Healthcare NHS Foundation Trust (BCHFT).

 

Duties will include communicating effectively with staff, patients, and other departments, greeting patients and visitors, answering telephone calls, data input, producing documents, filing, and archiving.

 

Main duties of the job

Your role will require you to receive and deal with telephone calls for the department and taking appropriate action when necessary. You will be the first point of contact for all patient and carer enquiries, responding to telephone and face to face enquiries in an efficient and professional manner, redirecting calls, acting as appropriate. Your role requires you to liaise with internal and external services and partner agencies when necessary. You will have excellent communication skills and the confidence and skills to talk to people who may have communication difficulties. The role requires you to ensure that departmental electronic and paper records are correct and up to date, this will also include maintaining and updating waiting lists, ensuring the maintenance of the patient booking system to include the preparation and arrangement of appointments, including inputting of referrals onto the database, and sending appointment letters, ensuring all clerical work is dealt with in a timely manner and also ensuring the clinics are booked to capacity.

 

 

You will deal with enquiries from patients, carers and other health professionals in a courteous and professional manner and contribute and work with the team to ensure adequate cover is in place during periods of leave. You will be able to carry out general office duties where required

 

About us

Flexible working will be considered for all roles.

 

Unfortunately, we do not hold a sponsor licence for working Visas.

 

At Bridgewater, our PEOPLE values shape how we deliver our NHS services in your local community.

 

They help us deliver our mission to improve local health and promote wellbeing in the communities we serve.

 

After all, values are about people and they were created in partnership with our staff to reflect what they felt was important to them

 

Here at Bridgewater our shared values flow through the organisation.

 

P- Person-centred-We are passionate about individual needs and promote independence in the healthcare we provide..

 

E- Empowered- We empower our people and encourage new ideas to deliver and create improvements in community care.

 

O- Open and Honest -We behave in a way that develops relationships based on trust, openness, honesty and respect.

 

P- Professional-We support our people, so everyone has the right skills and training to deliver outstanding patient care.

 

L- Locally Lead -We are always learning about our communities and show great pride in being a local provider of health and care.

 

E- Efficient -We use our resources wisely to provide sustainable and value for money healthcare for our patients.

 

Job description

Job responsibilities

Bridgewater Community Healthcare NHS Foundation Trust and Warrington and Halton Teaching Hospitals NHS Foundation Trust plan to integrate and form a new organisation on the 1st April 2026. As such, if your start date is on or after 1st April 2026, you will be employed by the newly formed organisation. Should you join Bridgewater prior to this date, your employment will automatically transfer into the new organisation. We are confident that this transition will provide new opportunities and a continued commitment to excellence in patient care.

 

 

Job Description

 

The following are an example of the duties the post holder many undertake. Training and support will be provided:

 

Provide a comprehensive administration support service to include typing of a range of documents

Receives and deals with telephone calls for the department and taking appropriate action when necessary

To act as first point of contact for all patient and carer enquiries, responding to telephone and face to face enquiries in an efficient, tactful and professional manner, redirecting calls, taking action as appropriate.

Liaising with internal and external services and partner agencies when necessary as directed.

To have excellent communication skills and the confidence and skills to talk to people who may have communication difficulties

Ensure that all departmental electronic and paper records are correct and up to date, including accurate filing of general documentation and results if (clinical based)

Prepare case notes and patient files front sheets/labels/date of clinic/clinician, History sheet, other information as required by individual clinics.

Opening, sorting, distribution and dispatch of post

The accurate production, editing of, and storing of documents (i.e., letters to clients, patients and GPs (if clinical based) using appropriate electronic systems (such as audio typing)

Use of all Trust information and computer systems for day to day processes e.g. e-mails to receive and pass on information, tracking documentation and notes.

Deal with enquiries from patients, carers and other health professionals in a courteous and professional manner

Contribute and work with the team to ensure adequate cover is in place during periods of leave

To carry out general office duties where required, maintaining a neat and tidy office environment

Maintain and update waiting list

The maintenance of the patient booking system to include the preparation and arrangement of appointments, including inputting of referrals onto the database and sending appointment letters, ensuring all clerical work is dealt with in a timely manner

Ensure clinics booked to full capacity as per the agreed clinicians template. Make suggestions as to any modification to ensure smooth running of clinic based on demand.

Cancelling and re-booking patients who have had to be cancelled, due to, for example, sickness of clinician

Collect relevant data / statistics as requested by staff/managers

Collect, populate and submit KPI data on monthly basis

 

Collate and interpret data from various sources (for example, referral information, waiting times etc) as requested by staff and managers

 

To carry out case note audits

 

To contribute to departments audit activity

 

To accept deliveries and ensure these are dealt with promptly;

To maintain an effective photocopying, filing and archiving system including records management in line with Trust policy

To copy type/audio type medical reports and general correspondence as required

To report any faults, defects or building defects to the appropriate team

To maintain appropriate levels of stationery stock; to place requisitions onto the Purchase Ordering system

To book clinic and meeting rooms

To update and maintain clinical diaries as requested

To undertake delegated duties commensurate with the banding

Where required with the Service to assist in the collation of records packs as directed

To attend local service meetings as and when directed by Line Manager

 

Undertake general office duties (photocopying, laminating, binding etc)

In addition, the post holder will be expected to carry out any other duties as required, within the remit of their role

 

Person Specification

Relationships

Essential

If you are related to a director or have a relationship with a director or employee of an appointing organisation, please state the relationship.

Experience

Essential

Experience of working within a customer facing environment.

Evidence of experience or understanding of IT systems and how they can be used to support practice.

Desirable

Experience of working in a clinic/ office environment.

Sponsorship

Essential

Do you have the right to stay and work in the UK without sponsorship (share-codes will be checked if applicable).

Skills and Attributes

Essential

Experience of Microsoft Word and other Microsoft packages.

Motivated and able to work as part of a team.

Ability to work on own initiative.

Good organiser of self and workload.

Keyboard skills.

Desirable

Experience of dealing with sensitive information.

Experience in utilising BEST computer software

Qualifications

Essential

Educated to GCSE level or equivalent to include Maths and English, or equivalent demonstrable level of education / experience

Desirable

Relevant NVQ2 or equivalent experience

Job Specific Requirements

Essential

The ability to work flexibly in accordance with service needs

Ability to communicate effectively, both verbally and written, with people at all levels.

Flexibility to be able to use filing systems bending and stretching required taking into account any reasonable adjustments that could be made.

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.