Main area Administrative and Clerical Grade Band 3 Contract Permanent Hours Full time - 37.5 hours per week (Role to encompass 7 day service) Job ref 287-RMED-325-25
Employer Liverpool University Hospitals NHS Foundation Trust Employer type NHS Site Royal Hospital Town Liverpool Salary £24,937 - £26,598 per annum Salary period Yearly Closing 17/10/2025 23:59
Senior Clerical Officer - Gastroenterology
Band 3
Job overview
Due to the expansion of the service to encompass 7 day working, we have an exciting opportunity for 2 full-time Senior Clerical Officers to join our administration team, here in the Endoscopy Department.
Reporting to the lead administrator, you will be part of a team responsible for booking various patient appointments, maintain and use hospital systems (IPM, dashboard, ICE, PENS), monitor waiting lists, database entry, liaise with health professionals, deal efficiently and professionally to the requests of all service users and patient enquiries and provide a functional flexibility to meet the demands of the service.
Other duties will include administratively supporting the specialist nurse team with pre-investigation and the E-referral service.
Due to the nature of the work you will be IT literate, able to use most Office software and work unsupervised. Previous experience in the health sector would be an advantage and excellent customer service, the ability to work as part of a team and work to tight deadlines is essential.
You will be expected to be flexible and support the department as and when the need arises. This could include cross-site cover at our Broadgreen site (should the need dictate).
Main duties of the job
To take the lead responsibility for dealing with referrals for all outpatient and day-case appointments endoscopic procedures both diagnostic and therapeutic ensuring that a high quality service is provided at all times, thereby affecting a smooth and efficient running of the department.
To work unsupervised but to be available to give advice to junior members of the team.
Working for our organisation
Liverpool University Hospitals NHS Foundation Trust comprises Aintree University Hospital, Broadgreen Hospital & Royal Liverpool University Hospital.
We are part of NHS University Hospitals of Liverpool Group, formed on 1 Nov 2024 from the coming together of LUHFT and Liverpool Women’s NHS Foundation Trust. The Group was born from a shared aim to improve the care we provide our patients.
UHLG is one of the largest employers in the region, with over 16,800 colleagues dedicated to caring for our communities - from birth and beyond.
For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.
Aintree University Hospital is the single receiving site for adult major trauma patients in Cheshire and Merseyside and hosts a number of regional services including an award-winning stroke facility.Broadgreen Hospital is home to elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation.Liverpool Women’s Hospital specialises in the health of women and babies, delivering over 7,200 babies in the UK’s largest single site maternity hospital each year. TheRoyal Liverpool University Hospital is the largest hospital in the country to provide inpatients with 100% single bedrooms and focuses on complex planned care and specialist services.
Detailed job description and main responsibilities
Lead responsibility for the booking of referrals for outpatient and day-case appointments. endoscopic procedures both diagnostic and advanced therapeutic as per guidelines.
Where appropriate ensure appointments are made with the anti-coagulant nurse and/or dietician
The role necessitates a rotation through the lead booking areas within the office including a two week rule service, management of the outpatient pre-invest system, and recording of ward attenders.
Liaising with health professionals, wards A/E and GP surgeries as required.
Dealing with out-patients referrals in accordance with the Choose & Book partial booking system. Registering new patients on the hospital system (IPM) PAS and adding to appropriate waiting list.
Monitor and highlight waiting list breaches and waiting times.
Ensure procedures are booked onto appropriate lists according to the level of skill of the Endoscopist from the information contained within the referral.
Ensure appointment letters are appropriate for the particular procedure to be undertaken. Send out appropriate information leaflets and/or research information for individual patients.
Responsibility for ensuring all outcomes are recorded on the IPM PAS and patients removed from the waiting list as necessary in accordance with the Trusts access policy.
For a full list of duties, please refer to the attached job description and person specification.
Person specification
Skills
* The ability to work unsupervised and assist Junior members of staff with any work related problems
* The ability to assess, prioritise and plan workload effectively
* Become a mentor for junior members of the administration team.
* Ability to deal with the public with tact and discretion
* Train new members of staff on the IPM PAS system
Other
* Flexibility – will be expected to rotate between three main booking areas
* Team Player
Qualifications
* NVQ 3 or equivalent
Experience
* Experience of direct contact/liaison with patients/carers/general public & health professionals
* Interest in service design and making improvements in working area
Knowledge
* Working knowledge of a Hospital Administration system & computer system preferably the IPMPAS, ICE
* Knowledge of patient administration and CRIS Scheduling system, acquired through experience
* Gastroenterology and Hepatology background knowledge on tests and procedures.
* Ability to use computer software applications i.e. excel and access.
Please ensure you check the email account (including junk/spam boxes) from which you apply regularly as we will use this to contact you regarding your application.
Posts advertised to ‘internal staff’ are open to employees of hospitals within University Hospitals of Liverpool Group and you should confirm your employment within your application form.
Note: Under current Home Office Immigration Rules we are currently unable to offer right to work visa sponsorship for Band 2 and 3 roles with a salary of less than £25,000 pa as they do not meet the UK Visas & Immigration criteria.
Only those applicants who demonstrate clearly how they meet our person specification will be shortlisted for interview.
We reserve the right to close any vacancies from further applications when we have received a minimum number of applications from which to make a shortlist. Please ensure you apply without delay if you wish to be considered for this role.
Candidatesapplying for the role of Healthcare Assistant on the staff bank should note that due to the nature of the role, workers must be aged 18 or above when commencing in post. Applicants are therefore welcome from those aged over 18 or within 3 months’ of their 18 th birthday.
The Trust is committed to promoting a healthy work-life balance and achieve fair, equitable and consistent practice. We welcome flexible working requests and will consider a variety of flexible working arrangements from day one of your employment. Not all roles are suitable for every flexible working opportunity all of the time. Flexible working options may include reduced hours, compressed hours, fixed shifts, time back in lieu and home working.
The Trust is committed to promoting equality and diversity; we value the contribution of individual talent, skills, knowledge and experience and aim for a workforce demography representative of the local community. We encourage applicants from the following groups that are currently under-represented in our workforce black, Asian and minority ethnic, lesbian, gay, bisexual and Transgender (LGBTQ+), disabled, male and age 16-24.
Trust policy requires that the cost of submitting & processing the successful applicant/s DBS application be recovered via salary deduction following start in post. The amount of £23 (standard disclosure) or £43 (enhanced disclosure) will be deducted from salary, in manageable monthly instalments for up to 3 months following commencement of employment. Bank posts require upfront payment. DBS applications submitted from 2nd December will be subject to the new DBS fee of £26.50 (standard) and £54.50 (Enhanced).
From April 2017, Skilled visa applicants and their adult dependant(s) will be required to provide a criminal record certificate from each country they have lived in consecutively for 12 months or more in the past ten years.
Applicants requiring sponsorship may wish to determine the likelihood of obtaining sponsorship for this position by assessing themselves against the criteria on the gov.uk website - https://www.gov.uk/check-uk-visa.
This organisation has a zero-tolerance approach to the abuse of children, young people and vulnerable adults. All staff must ensure they adhere to the organisations safeguarding children and adults’ policy and comply with the Local Safeguarding Children and Adult Board procedures.
Staff should be mindful of their responsibility to safeguard children and adults in any activity performed on behalf of the organisation in line with the requirements of statutory guidance and legislation.
All employees (and volunteers)are expected maintain their safeguarding knowledge and skills by completing mandatory safeguarding training which includes understanding and recognising the signs of abuse and neglect and taking appropriate action.
As an organisation, we have adopted the Merseyside Domestic abuse workplace scheme which supports our staff who are experiencing Domestic Abuse /any forms of sexual violence.
If you have any personal requirements that will enable you to participate in our recruitment process please contact a member of the Recruitment Services by phone on 0151 706 4666 at the earliest opportunity to ensure that measures can be put in place to enable your application for this post.
Please note: new entrants to the NHS will commence on the first pay point of the relevant band.
Employer certification / accreditation badges
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Application numbers
This vacancy may close early if it receives a high number of applications. Please complete and submit your application in good time to avoid disappointment.
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