This post is only open to internal applicants.
Ophthalmology Booking Clerk Admissions Officer
Band 3
Main area Ophthalmology Grade Band 3 Contract Permanent Hours Full time - 37.5 hours per week Job ref 213-PRUH-7273624-A
Employer King's College Hospital NHS Foundation Trust Employer type NHS Site Queen Mary's Hospital Town Sidcup Salary £29,176 - £30,225 per annum, inc HCA Salary period Yearly Closing 24/07/2025 08:00
Job overview
Are you looking for a vital role where you can make a real difference in a fast-paced healthcare environment? As a Booking Clerk Admission Officer at King’s College Hospital NHS Foundation Trust for the Ophthalmology department, you’ll play a key part in supporting both clinical and administrative teams, ensuring patients receive seamless, timely care. You’ll thrive in a dynamic setting, where your attention to detail and commitment to patient care will help improve hospital processes and the patient experience. If you have experience in patient scheduling and a passion for high-quality service, this is your chance to join a leading healthcare provider with a mission for sustainable, patient-centred care.
King’s College Hospital offers a collaborative, forward-thinking work environment where innovation and teamwork drive everything we do. If you're ready to take on a meaningful role and contribute to one of the UK's largest and busiest teaching Trusts, apply today and be part of our journey to outstanding care!
Main duties of the job
The Booking Clerk Admission Officer will work as part of an administrative team, to support the multidisciplinary clinical and administrative teams to provide a high quality administration service, a positive patient experience and the highest levels of customer service.
It is essential for the role to demonstrate an excellent understanding of the 18-week RTT process and knowledge of the Trust’s Access Policy: an agreement to adhere to these policies according to National Trust Guidelines. Understanding of the 2WW cancer pathway and processes, where appropriate.
To monitor and review patient care and/or treatment progress using the Patient Tracking List in line with Trust and local policies. To identify from the tracking list the next steps in the patient care pathway in line with clinical need. To ensure that pathways are actively managed and any appointments are made in line with the Trust’s Access Policy.
Furthermore the post holder should develop an understanding of the milestones of the allocated pathway for patients within a designated group. Plus, identify and suggest improvements that can be made to the patient care pathway and/or the patient pathway tracking process.
Working for our organisation
King’s College Hospital NHS Foundation Trust is one of the UK’s largest and busiest teaching Trusts with a turnover of c£1 billion, 1.5 million patient contacts a year and around 14,000 staff based across 5 main sites in South East London. The Trust provides a full range of local hospital services across its different sites, and specialist services from King’s College Hospital (KCH) sites at Denmark Hill in Camberwell and at the Princess Royal University Hospital (PRUH) site in Bromley.
King’s is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone’s contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust’s carbon emissions, waste and pollution wherever possible.
The trust-wide strategy Strong Roots, Global Reachis our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we can take Team King’s to another level
Detailed job description and main responsibilities
Main Duties and Responsibilities
* To carry out administrative duties in ophthalmology, ensuring the day-to-day coordination of all ophthalmology admitted patients, ensuring a high quality, efficient and patient centred service
* To fully involve the multidisciplinary teams in the planning of admissions, ensuring that the patient is provided with appropriate information regarding their admission/attendance.
* Maintain thorough and accurate records of all correspondence with patients throughout their admission.
* To ensure that admitted patients are booked into the appropriate pre-assessment appointment service and liaise with the clinical staff as required, ensuring the clinic runs smoothly and effectively.
* Responsible for ensuring that admitted patient waiting times across the specialities are constantly monitored in line with performance targets
* Responsible for recognising potential future breaches in line with RTT targets,ensuring these are booked appropriately and if unable to book in line with the
patients breach time, to liaise with the consultants and management for appropriate actions.
* Responsible for advising the Admissions Manager of capacity issues that might negatively impact on patient admission and appointment processes.
* To manage waiting list activity and admission data with Trust IT systems (i.e., EPIC) and Trust activity reports (i.e., Patient Tracking List Report) and action any errors.
* To ensure that all patient demographics are checked and updated to meet recognised data quality standards
* Responsible for the amendment, cancellation and rescheduling of all relevantadmissions and pre-assessment appointment in line with the trust access
policy.
* To deal effectively with Consultant, Fellows and Junior Doctors queries regarding patient admissions, appointments and details for all operating lists
* To identify the needs of patients in conjunction with their admission / outpatient episode, i.e. language barriers, anxiety, carer / dependant issues.
* To ensure that when requested, diagnostic tests are booked and anappropriate outpatient appointment is made if needed.
* To assist the management team in dealing with and to action patient complaints effectively.
* To assist in the management of the Ophthalmology Community Post op scheme
Additional Requirements
* To carry out general admin duties, compiling information for basic reports and basic waiting list validation.
* To support the department with implementation of service improvements and developments where appropriate.
* To assist the department with any administration process not limited to the above but deemed fit for the post holder by the management team.
* To observe and maintain strict confidentiality of personal information relating topatients and staff, in line with the trusts information and governance policy.
* To be responsible, with management support, for their own personal development.
* This job description is intended as a guide to the general scope of duties and is notintended to be definitive or restrictive. It is expected that some of the duties will
change over time and this description will be subject to review in consultation with the post holder.
* All employees must hold an 'nhs.net' email account which will be the Trust's formal route for email communication.
Person specification
Education and Qualifications
* GCSE Grades A-C or equivalent in Maths and English
Knowledge and Experience
* Proven record of working knowledge of administrative practice
* Previous experience in a healthcare administrative setting
* Knowledge/experience of working in Ophthalmology
* Proficiency in Epic, Patient tracking lists and Work-queues.
Skills and Competencies
* Good IT skills with experience with email, Microsoft office
* Excellent written and verbal communication skills combined with an effective and courteous telephone manner
* Ability to work under pressure and exercise judgement when dealing with inquires
* Ability to prioritise; to be organised and flexible. Able to effectively accommodate ad hoc demands to existing workload and manage own time.
* Ability to work effectively within a busy team environment
* Ability to concentrate even with frequent interruptions and unpredictable working pattern
* Ability to work without supervision and use own initiative
* Ability to deal with sensitive information with tact and diplomacy.
Employer certification / accreditation badges
Name andrzej tomaszewski Job title Assistant Service Delivery Manager Email address a.tomaszewski@nhs.net Telephone number 07947100827 Additional information
Andy Tomaszewski - Assistant Service Delivery Manager - 07515468377
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