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SW Cleft Service Coordinator

University Hospitals Bristol and Weston NHS Foundation Trust
£28,407 to £34,581 a year pro rata
Closing date
14 Mar 2024

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Other Health Profession
Band 5
Contract Type
Part Time
A fantastic opportunity has arisen for a pro-active, self-motivated individual to join a multidisciplinary, specialist service based at University Hospitals Bristol and Weston.

We are seeking to fill the exciting role of Service Coordinator for the South West Cleft Service. We are looking for an individual who has excellent communication skills and the ability to lead and inspire our friendly administrative team.

This post is one of two SW Cleft Service Coordinator roles in the department. It is expected that collectively, these post holders will ensure the smooth delivery of the service to our patient group, carers and colleagues.

The main purpose of this role is:
  • To be responsible for the provision of comprehensive administrative support to the South West Cleft Team, managing the administrative staff on a day-to-day basis.
  • To coordinate the overall booking of patient appointments and scheduling of theatre slots.
  • To support the Performance and Operations Manager to ensure smooth delivery of service.

If you feel this role would suit your skills and abilities, we would love to hear from you. Please contact us using the details at the bottom of the page.

This advert may close early if sufficient numbers of application are received. Previous applicants need not apply.

Main duties of the job

To line-manage the administrative team, motivating and supporting them to achieve service objectives.

To support work with clinical teams, ensuring theatre and outpatient clinic capacity is fully and flexibly utilised to treat patients.

Monitor demand for outpatient, inpatient and day case services, planning capacity to meet this demand and highlighting potential shortfalls in capacity Responsible for day-to-day management of the admin team in the South West Cleft Unit, allocating and checking work, reviewing performance and progress, conducting 'return to work' interviews following sickness absences, participating in the recruitment and selection of new staff, ensuring that staff receive appropriate induction and ongoing training, undertaking annual appraisal and development reviews for staff in the administration team

Organise cover for administrative staff and specialist orthodontic nurses, ensure annual leave and sickness records are maintained, including monthly payroll return

Ability to organise own workload as well as that of other staff to ensure clinics are typed promptly and outlying clinic appointments are booked in accordance with NHS guidelines Manage diaries of senior managerial and clinical staff Ability to liaise comfortably with all levels of staff using appropriate tact and diplomacy

Able to identify shortcomings in, and propose improvements to, administrative systems, particularly those that directly impact services to patients

About us

University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) is one of the largest acute Trusts in the country, bringing together a combined workforce of over 13,000 staff and over 100 different clinical services across 10 different sites, serving a core population of more than 500,000 people across South West England. UHBW has been rated by the CQC as 'Good' overall and our staff are proud to deliver excellent care to the people of Bristol, Weston and beyond. As a forward-thinking multi-award winning Trust and a digital exemplar committed to improving patient care, our world-leading research and innovations are having a positive local and global impact. 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. UHBW is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. 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.

Job description

Job responsibilities

For a more detailed job description and main responsibilities, please refer to the job description document attached to this vacancy.

Person Specification

Qualifications and training


  • Educated to GCSE, grade C or above (or equivalent) in English Language and Maths
  • Business and Administration Level 3 NVQ or equivalent experience

Knowledge and Experience


  • Experience of line-managing staff
  • Experience of dealing with the public, both on the telephone and in person
  • Experience of working within and leading teams to deliver results
  • Experience of staff development and training
  • Proven ability in proactively solving complex problems
  • Experience of interpreting and presenting data
  • An understanding of how to apply patient confidentiality and data protection legislation in practice


  • Previous NHS experience
  • Experience of using a patient administration system (PAS).
  • Experience of office management functions, e.g., health & safety, fire safety, stationery ordering and control, maintenance of policy and procedure manuals
  • Knowledge of RTT pathways
  • Knowledge of administrative and secretarial practice within multi-disciplinary teams

Skills and abilities


  • Ability to work under pressure without supervision and meet deadlines whilst maintaining a high standard of accuracy
  • Effective and polite manner when dealing with people, both face to face and on the phone
  • Ability to work effectively in a busy team, adjust to change and motivate others
  • Ability to work independently whilst managing others in a team environment
  • Confidence to handle difficult conversations with patients, relatives, and carers
  • Effective organisational skills
  • Excellent interpersonal skills
  • Excellent written and communication skills
  • Ability to interpret data
  • Information technology skills including Microsoft Suite
  • Effective team facilitation and motivational skills
  • Ability to manage and resolve conflict
  • Ability to build effective working relationships
  • Attention to detail

Employer details

Employer name

University Hospitals Bristol and Weston NHS Foundation Trust (UHBW)


Bristol Dental Hospital

Lower Maudlin Street



Any attachments will be accessible after you click to apply.


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