Job Summary
We are looking to appoint a motivated individual to join our Outpatient Administration Team. We are a friendly team fulfilling a vital front line service. This post is based at York.
This is a varied role and the post holder must be able to flexibly provide cover across three areas:
Our referral management centre, where over 300 new patient referrals are registered onto our hospital patient administration system per day
Our busy reception desks dealing with patients face-to-face, ensuring they are booked in and directed to the appropriate waiting areas
Plus our call centre, handling large volumes of calls agreeing outpatient appointments with patients as well as dealing with other appointment related queries
It is essential that this work is carried out accurately and efficiently as it is important that the patient experience is a positive one, at what can be a very worrying time. You must be able to demonstrate that you have the necessary organisational, administrative and communication skills, the ability to work under pressure and using your own initiative, as well as excellent telephone skills.
The hours advertised are required to cover service needs. We operate a rota of tasks and all staff will rotate through different tasks. The hours for this vacancy are Monday - Friday, with variable shifts between 8am and 5pm.
Internal candidates - please ensure you have the permission of your current line manger before applying for a secondment opportunity.
Main duties of the job
To process all new patient appointments within agreed timescales, and in accordance with consultants' requests and speciality booking rules.
To make follow-up appointments in accordance to booking rules, at the request of both internal and external customers.
To monitor, maintain and update electronic worklists and ensure that items are actioned in a timely manner, taking remedial action where necessary.
To receive, record and process all referrals under the 14 day rule.
To utilise an electronic data base booking system to call patients for their appointments near to their due date to maximize clinic capacity against patient demand.
Support patients attending the Outpatient clinics, using tact anddiplomacy, and record an appropriate outcome for all patients who leave Outpatient clinic where necessary.
To manage patients ringing the department to book, amend, or cancel an appointment in accordance with the Standard Operating Procedures and booking rules.
Any other administrative or clerical duties, which may be required as part of post.
To actively maintain a safe working environment for yourself and your colleagues who may be affected by your acts or omissions.
Prioritise workload to maximise patient demand against clinic capacity to ensure patients are dealt with as timely as possible.
To maintain patient confidentiality at all times.
About Us
To find out more about what it is like to work for our Trust please visit the following link:
Our Benefits
We offer a range of benefits to support our staff including:
Access to the NHS Pension Scheme, providing generous benefits upon retirement, as well as a lump sum and pension for dependants
27 days holiday rising to 33 days (depending on NHS Trust service)
Agenerous relocation package of up to 30% of salary (capped at £18k)to support with relocation expensesfor hard to fill positions where relocation would be an expectation to undertake the role fully.If you would like to discuss a potential relocation package, please speak to the recruiting department/manager.
A variety ofdifferent typesof paid and unpaid leave covering emergency and planned leave
Confidential advice and support on personal, work,familyand relationship issues, 24/7, from our Employee Assistance Programme
NHS Car Lease scheme and Cycle to Work scheme
An extensive range of learning and development opportunities
Discounts on restaurants, getaways, shopping, motoring,cinemaand financefrom a rangeof providers
For further information on the fantastic range of benefits we offer please visit the Trust's dedicated Staff Benefits pages.
Details
Date posted
13 February 2026
Pay scheme
Agenda for change
Band
Band 3
Salary
£24,937 to £26,598 a year pro rata
Contract
Fixed term
Duration
9 months
Working pattern
Full-time
Reference number
OS-O
Job locations
York Hospital
Wigginton Road
York
YO31 8HE
Job Description
Job responsibilities
A full description of the role is available in the attachment: job description.
Please note that if a high number of applications are received this advert may close early. You areadvised to submityourapplication at the earliest opportunity.
Working for the Trust
Across our organisation, people are guided by values that were co-developed with staff: we are kind; we are open; and we pursue excellence.
Our values play into our ambition to develop a more diverse workforce, truly representative of our communities. We welcome applications fromeveryone,while working with our Staff Networks - including our Race Equality, LGBTQ+, Disability and Carers Networks - to increase the number of applications we receive fromdifferent backgrounds. If there is anything we can do to make our application process more accessible to you, please contact:.
As part ofseekingto become more inclusive, we will consider requests for flexible working from the start of your employment. It may not be suitable for every role, but we will try and be supportive where we can. We would encourage you to speak to the recruiting manager named within this advert to discuss any requirements you may have.
Armed Forces Friendly Employer
We are holders of the Gold Award from the Defence Employer Recognition Scheme, which is helping actively promoteSaBRE- Supporting Britains Reservists and Employers. This means that we have made a statement of intent to support all Defence personnel, including with applications for employment.
Job Description
Job responsibilities
A full description of the role is available in the attachment: job description.
Please note that if a high number of applications are received this advert may close early. You areadvised to submityourapplication at the earliest opportunity.
Working for the Trust
Across our organisation, people are guided by values that were co-developed with staff: we are kind; we are open; and we pursue excellence.
Our values play into our ambition to develop a more diverse workforce, truly representative of our communities. We welcome applications fromeveryone,while working with our Staff Networks - including our Race Equality, LGBTQ+, Disability and Carers Networks - to increase the number of applications we receive fromdifferent backgrounds. If there is anything we can do to make our application process more accessible to you, please contact:.
As part ofseekingto become more inclusive, we will consider requests for flexible working from the start of your employment. It may not be suitable for every role, but we will try and be supportive where we can. We would encourage you to speak to the recruiting manager named within this advert to discuss any requirements you may have.
Armed Forces Friendly Employer
We are holders of the Gold Award from the Defence Employer Recognition Scheme, which is helping actively promoteSaBRE- Supporting Britains Reservists and Employers. This means that we have made a statement of intent to support all Defence personnel, including with applications for employment.
Person Specification
Essential
Qualifications
Good standard of education required
Must be literate and able to do simple analysis of figures
Essential
Experience & Knowledge Required
Ability to work under own initiative
Ability to plan workflows
Excellent computer skills
Ability to motivate and organise a team
Desirable
Previous experience of NHS outpatients' services
Experience of supervising/managing staff groups
Essential
Skills & Attributes
Ability to plan workflows
Excellent computer skills
Willingness to continually improve skills/knowledge
Good interpersonal skills
Commitment to providing customer-responsive service
Person Specification
Essential
Ability to plan workflows
Excellent computer skills
Willingness to continually improve skills/knowledge
Good interpersonal skills
Commitment to providing customer-responsive service
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.
Employer details
Employer name
York and Scarborough Teaching Hospitals NHS Foundation Trust
Address
York Hospital
Wigginton Road
York
YO31 8HE
Employer's website
(Opens in a new tab)
Employer details
Employer name
York and Scarborough Teaching Hospitals NHS Foundation Trust
Address
York Hospital
Wigginton Road
York
YO31 8HE
Employer's website
(Opens in a new tab)
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