Main area Admissions Grade NHS AfC: Band 2 Contract 10 months (Fixed term role - 10 months) Hours Full time - 37.5 hours per week (Monday - Friday 09:00 - 17:00) Job ref 388-7187812-A&C
Employer Torbay and South Devon NHS Foundation Trust Employer type NHS Site Torbay Hospital Town Torquay Salary £23,615 Per Annum Salary period Yearly Closing 16/06/2025 23:59
Admissions Clerical Officer
NHS AfC: Band 2
Job overview
Job overview
We are looking for a Admissions Clerical Officer to join our team!
You will monitor and effectively manage day case and inpatient waiting lists for the Surgical Specialities adhering to waiting list policies and procedures, book theatre lists in an efficient and effective manner ensuring the maximisation of resource and work in partnership with trust colleagues (clinical and non-clinical) to ensure that the delivery of patient centred services.
You will provide a range of administrative and clerical duties in support of the efficient and effective running of the booking office service and to optimise the experience of the patients using the service.
Main duties of the job
Main duties of the job
* To ensure compliance with the Trust’s waiting list targets, reporting any likely exceptions or breaches to the Booking Office Team Lead, Planned Patient Pathway Manager and Service Development Manager
* To book outpatient pre-assessment and consent appointments. Provide the first point of contact for written and telephone enquiries on all aspects of waiting lists. Be able to communicate sensitively and patiently when explaining inpatient and waiting list procedures to patients and relatives
* To attend meetings as required
* Answer telephone calls and enquiries in an efficient manner ensuring an appropriate follow through and using initiative to deal with all enquires
* Arrange admission dates ensuring patients are seen at appropriate times and in accordance with the patient access policy, recording any earliest reasonable offer dates and patient available from dates
* To accept appropriate delegated tasks as determined by the Booking Office Team Lead or Practice Manager
* To be aware of Hospital Policies and Procedures, the Trusts and the Departmental Health and Safety Policy and adhere to Confidentiality Policy at all times
* To be flexible with working hours to meet the demands of the office as directed by the Booking OfficeTeam Leader/Practice Manager/Service Development Manager
* To maintain Standard Operating Procedures for the Admissions
* To provide cover for any other duties as deemed appropriate by the management team
Please see the above link to access the 'Care to Join us?' leaflet. This provides information on working with us at Torbay and South Devon Foundation Trust.
Detailed job description and main responsibilities
Detailed job description and responsibilities
Communication and working relationships
* This position requires empathy and tact when dealing with patients that may be angry or upset regarding any aspect of their care
* Communicate effectively in writing and verbally with:
Internal
o Consultants
o Nursing staff
o Medical Personnel
o Admin and Clerical staff
o Ancillary Staff
o Management
o Across the trust
External
o Patients and Carers
o Members of the general public
o G.P. Practices
o Other Hospitals both in and out of the district
o Locum medical agencies
* Communication may involve relaying complex and confidential information between clinical staff and patients – the postholder should be able to relay this information accurately, with understanding and with empathy
* On occasion may need to use initiative to overcome language barriers in order to relay information
* To ensure that patients are treated with courtesy, dignity and respect
* Providing the efficient and effective administrative support to the department
Planning and organisation
* To ensure that listing forms, queries and data are received, actioned and recorded in an accurate and timely fashion
* To be responsible for updating the clinical systems with all confirmed admission dates
* Where appropriate to update the Day Case Spreadsheet in an accurate and timely manner
* To ensure that each patient has a pre-assessment and consent (where appropriate) is booked in a timely manner prior to admission
* To ensure that Theatre staff, Anaesthetics and Data Office teams are fully informed of workloads for forthcoming weeks and any changes to agreed sessions
Analytical and judgement
* To handle routine and non-routine enquiries in an efficient manner and ensure appropriate follow through using initiative to deal with all enquiries either verbally or in writing
* To make judgements in order to maximise usage of theatre capacity whilst remaining within local and national targets
· To accurately record all data on the Online Theatre form system, PAS and Galaxy
Responsibility and accountability
* To manage own workload
* To participate in the training of new staff members as appropriate
* To ensure that all communication received (both verbal and non-verbal) is actioned and/or recorded appropriately
· To provide support and cover, when required, to colleagues as determined by the Admissions Team Leader and Planned care Practice Manager.
· Attend and participate in departmental meetings and take notes / minutes as required
· Attend and contribute to regular team meetings
Responsibility for patients and client care
* Dealing with patients on the telephone and in person, to negotiate admission dates and time
* Dealing with cancer patient queries and concerns in person and on the telephone with empathy and consideration
Policy and service responsibility
* To ensure that all protocols are maintained and are kept up to date
* To advise management of any service deviations
* To comply with the Trust’s Patient Access Policy and Standard Operating Procedures
* To identify areas for service improvement and support implementation, including development and maintenance of protocols
* To arrange and negotiate with each Patient the admission date and time to ensure they are booked in accordance with Cancer targets, the Patient Access Policy and Referral to Treatment target escalating as necessary to the Admissions Team Leader and Planned Care Patient Pathway Manager as required
Responsibility for supervision, leadership and management
* To work proactively and independently both with and without supervision, ensuring day to day tasks are completed in a timely manner
* To support new and current staff in their role and ensure compliance with Standard Operating Procedures
* To provide cover for the other members of the team, as required
* To actively contribute to the development of new processes, protocols and standard operating procedures
Information technology and administrative duties
· Ensure relevant training is completed in order to use Trust IT computer systems
· To use the relevant Trust IT computer systems to maintain patient records
Person specification
.
* Good standard of general education to include GCSE in Maths and English (grade C or 5 or above) or equivalent such as Functional Skills at level 1 or 2
* Experience of administrative/typing duties
* NHS Experience
* Knowledge of a range of patient computer software packages eg Choose & Book, Galaxy, Infoflex
* Experience of providing a customer focused service
You will be joining the organisation at an exciting time. As the first fully integrated care organisation in England, we are working to improve the way we deliver safe, high-quality health and social care. We have a positive and vibrant working atmosphere, we are proud of our investment in our staff both in terms of developing potential career skills and valuing people.
If you provide support to a family member or friend with health or care needs, we aim to be a Carer-friendly employer. We have a ‘Staff Carers’ policy which includes flexible working where possible and a Carer’s Passport scheme that links you into support and discounts.
IMPORTANT INFORMATION
* We reserve the right to close vacancies early if we receive a high volume of applications. Therefore, we encourage you to apply promptly.
* Please read the job description carefully and tailor your application to reflect the requirements of the role.
* Applicants who identify in their application form they are a part of the Armed Forces community will be guaranteed an interview, provided they meet the minimum essential criteria outlined in the job description and person specification for the role. Step into Health guidance can be found on our NHS Employers website.
* Correspondence will be sent via Trac, text, and email. Please ensure you check your email and Trac account regularly.
* Applicants with no previous NHS experience will ordinarily be appointed to the minimum of the band.
* If you have not received an invitation to interview within 28 days of the closing date, please assume that your application has been unsuccessful on this occasion.
* It is your responsibility to ensure the timely receipt of appropriate references.
The Trust is committed to preventing discrimination, valuing diversity and achieving equality of opportunity. No person (staff, patient or public) will receive less favourable treatment on the grounds of the nine protected characteristics as governed by the Equality Act 2010. If you require support you can obtain this from our Equality Business Forum which has representatives from all protected groups.
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