Job summary
We are looking for a strong administrator to join a patient dedicated administration team that delivers outstanding service to both Private and NHS Patients on an 18 month fixed term maternity cover contract.
The Pre-Assessment Administration Team work alongside the Bookings Team to provide a seamless service for patients from referral to treatment across all our hospital sites.
This role will predominately involve communicating with patients and clinical colleagues on a daily basis to book in a patient's Pre-Assessment pre-operative testing. Communications will take shape in a variety of formats such as telephone calls, email and Microsoft Teams so the successful candidate will need to be able to demonstrate the ability to successfully converse to patients and colleagues using all communication platforms.
The department is busy and the Team are always working ahead. If you enjoy working in a varied, busy environment and can demonstrate your multitasking skills, this could be your ideal role for you.
The role is predominately a work from home position however you may be expected to attend any of our hospital sites and our head office on occasion. We request that applicants reside within a reasonable travelling distance ( 1 Hour) of all Spencer sites at Ashford, Canterbury, Deal and Margate.
Mandatory role specific training will be for an expected 2 week period and this will take place at our head office in Deal.
Interview Date: Week commencing 19th May 2025
Main duties of the job
To provide a sympathetic and professional administration service to patients and service users. To book Pre-Assessment appointments in a timely manner to admission dates and maintain accurate electronic patient records and booking systems. Making sure all patients are added to our Pre-Assessment software for completion of their health questionnaire. Making sure all documents are completed prior to their Pre-Assessment date.
About us
Spencer Private Hospitals recognise and value all of their staff and are committed to developing a well-trained and flexible workforce.
Staff wellbeing is a priority for the organisation with some perks of employment being -
* Free on-site staff carparking
* Staff discount for treatments
* Enrolment into a staff pension scheme
* Investment in staff training
* Annual salary increment
* Additional benefits available in line with our NHS colleagues
* Local retail discounts
We are also fortunate enough to be based in East Kent, arguably one of the most beautiful parts of the UK, often boasting the best weather due to our close proximity to Western Europe and is aptly know by the missive `the Garden of England. We are a short hop across the channel to France with the added bonus of fast rail connections to Europe, London and surrounding areas. The availability of high-quality schools which support grammar school education as well as academy and private schools are all available within the locality.
Our CQC report has a rating of Good and we are now on an improvement trajectory to Outstanding.
Spencer Private Hospitals is an equal opportunity employer. This position is subject to a Disclosure and Barring check.
Date posted
29 April 2025
Pay scheme
Other
Salary
£25,633.33 to £27,334.64 a year per annum dependent upon experience and qualifications.
Contract
Fixed term
Duration
18 months
Working pattern
Full-time
Reference number
E0005-25-0027
Job locations
Units 2 & 4 Almond House
Betteshanger Country Park
Betteshanger, Deal
Kent
CT14 0EN
Job description Job responsibilities
Job Description
Job Title: Pre Assessment Bookings Officer
Department: Bookings
Responsible to: Bookings Manager
Accountable to: Head of Commercial and Customer Services
Job Purpose:
To provide a sympathetic and professional administration service to patients and service users. To book Pre-Assessment appointments in a timely manner to admission dates and maintain accurate electronic patient records and booking systems. Making sure all patients are added to our Pre Assessment software for completion of their health questionnaire. Making sure all documents are completed prior to their Pre Assessment date.
Key Relationships
Patients Service Users
Relatives Friends Family
Colleagues
Consultants
NHS Colleagues
Stakeholders
SMT
Key Responsibilities
Financial
To ensure all appointments and bookings are entered onto the electronic system in an accurate and timely manner for billing purposes.
To ensure patients have pre-assessment appointments in a time scale that is financially viable for the company.
Business Development
Provide a quality service for customers and local service users.
Ensure effective communication between Spencer Private Hospitals and Consultants, service users and Trust departments for Choose and Book and private work
Develop in-depth service knowledge and offer information about our services to our patients
Follow up on outside secretarial requests for Pre-Assessment queries, liaising with the Pre-Assessment Sisters when required.
Quality
The booking of patient Pre-Assessment requests in a timely manner, liaising with relevant clinical colleagues where appropriate.
Effectively manage all Pre-Assessment administration tasks from booking appointments and the ordering of the patients NHS notes.
Answer telephone calls, take and communicate accurate messages in a polite and professional manner.
Handle enquiries from existing and prospective patients professionally.
Effectively manage the administration of all Pre-Assessment clinics that run over a seven-day period, planning and contacting patients as and when required.
To ensure all relevant NHS notes are requested and directed to the correct location.
Management of anaesthetic review clinics ensure all clinics are full and to liaise with TAG administrator to ensure clinics are set up.
Ensure all Pre-Assessment Nurses availability is correctly entered onto the inhouse software, Compucare, at least 6 months in advance to allow future planning and bookings to take place.
To continually maintain accurate patient electronic records and bookings systems.
To act in a discreet, diplomatic, and tactful manner at all times.
To ensure that all local policies and legal requirements relating to clinical care, Information Governance, GDPR and Health and Safety are complied with.
To participate in the annual review of departmental policies and procedures to ensure they reflect good practice.
Work towards retaining external ISO9001/2015 and ISO1401/2015 accreditation.
Workforce
To participate in in-house training sessions and attend meetings and discussions when required.
To support the Bookings Team as and when required and as directed.
Other general ad-hoc administration duties as and when required and as directed by your line manager.
Job description Job responsibilities
Job Description
Job Title: Pre Assessment Bookings Officer
Department: Bookings
Responsible to: Bookings Manager
Accountable to: Head of Commercial and Customer Services
Job Purpose:
To provide a sympathetic and professional administration service to patients and service users. To book Pre-Assessment appointments in a timely manner to admission dates and maintain accurate electronic patient records and booking systems. Making sure all patients are added to our Pre Assessment software for completion of their health questionnaire. Making sure all documents are completed prior to their Pre Assessment date.
Key Relationships
Patients Service Users
Relatives Friends Family
Colleagues
Consultants
NHS Colleagues
Stakeholders
SMT
Key Responsibilities
Financial
To ensure all appointments and bookings are entered onto the electronic system in an accurate and timely manner for billing purposes.
To ensure patients have pre-assessment appointments in a time scale that is financially viable for the company.
Business Development
Provide a quality service for customers and local service users.
Ensure effective communication between Spencer Private Hospitals and Consultants, service users and Trust departments for Choose and Book and private work
Develop in-depth service knowledge and offer information about our services to our patients
Follow up on outside secretarial requests for Pre-Assessment queries, liaising with the Pre-Assessment Sisters when required.
Quality
The booking of patient Pre-Assessment requests in a timely manner, liaising with relevant clinical colleagues where appropriate.
Effectively manage all Pre-Assessment administration tasks from booking appointments and the ordering of the patients NHS notes.
Answer telephone calls, take and communicate accurate messages in a polite and professional manner.
Handle enquiries from existing and prospective patients professionally.
Effectively manage the administration of all Pre-Assessment clinics that run over a seven-day period, planning and contacting patients as and when required.
To ensure all relevant NHS notes are requested and directed to the correct location.
Management of anaesthetic review clinics ensure all clinics are full and to liaise with TAG administrator to ensure clinics are set up.
Ensure all Pre-Assessment Nurses availability is correctly entered onto the inhouse software, Compucare, at least 6 months in advance to allow future planning and bookings to take place.
To continually maintain accurate patient electronic records and bookings systems.
To act in a discreet, diplomatic, and tactful manner at all times.
To ensure that all local policies and legal requirements relating to clinical care, Information Governance, GDPR and Health and Safety are complied with.
To participate in the annual review of departmental policies and procedures to ensure they reflect good practice.
Work towards retaining external ISO9001/2015 and ISO1401/2015 accreditation.
Workforce
To participate in in-house training sessions and attend meetings and discussions when required.
To support the Bookings Team as and when required and as directed.
Other general ad-hoc administration duties as and when required and as directed by your line manager.
Person Specification Skills Essential
* Good working knowledge of Word/Excel/Outlook
* Exceptional customer service skills
* Proven track record of delivering service beyond all expectations
Desirable
* Excellent IT Skills
* Trust Systems: Patient Centre (PAS) / DART OCM / EDN EPR / RIS / X-ray
* Previous experience of health industry software e.g
* Compucare/Patient Centre/Lifebox
Other Essential
* Ability to travel between sites (must be located within one hour's travelling distance of each site)
Experience Essential
* Proven experience working with the public both over the phone and face to face
* Experience of booking appointments
* Experience of liaising with colleagues in other departments
Desirable
* Knowledge/experience in a healthcare/medical environment
Qualifications Essential
* Maths and English (GCSE or equivalent) grade C or above
Desirable
* NVQ 2 or 3 in Customer Services
* I.T Qualification
Personal Attributes Essential
* Outstanding communication skills
* Polite and confident telephone manner
* Organised and methodical in approach
* Team Player
* Ability to act on own initiative
* Self-motivated
* Effective communicator
Desirable
* Flexible approach
* Previous experience of working in a team
Person Specification Skills Essential
* Good working knowledge of Word/Excel/Outlook
* Exceptional customer service skills
* Proven track record of delivering service beyond all expectations
Desirable
* Excellent IT Skills
* Trust Systems: Patient Centre (PAS) / DART OCM / EDN EPR / RIS / X-ray
* Previous experience of health industry software e.g
* Compucare/Patient Centre/Lifebox
Other Essential
* Ability to travel between sites (must be located within one hour's travelling distance of each site)
Experience Essential
* Proven experience working with the public both over the phone and face to face
* Experience of booking appointments
* Experience of liaising with colleagues in other departments
Desirable
* Knowledge/experience in a healthcare/medical environment
Qualifications Essential
* Maths and English (GCSE or equivalent) grade C or above
Desirable
* NVQ 2 or 3 in Customer Services
* I.T Qualification
Personal Attributes Essential
* Outstanding communication skills
* Polite and confident telephone manner
* Organised and methodical in approach
* Team Player
* Ability to act on own initiative
* Self-motivated
* Effective communicator
Desirable
* Flexible approach
* Previous experience of working in a team
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
Spencer Private Hospitals Ltd
Address
Units 2 & 4 Almond House
Betteshanger Country Park
Betteshanger, Deal
Kent
CT14 0EN
Employer's website
https://www.spencerprivatehospitals.com/ (Opens in a new tab)
Employer details Employer name
Spencer Private Hospitals Ltd
Address
Units 2 & 4 Almond House
Betteshanger Country Park
Betteshanger, Deal
Kent
CT14 0EN
Employer's website
https://www.spencerprivatehospitals.com/ (Opens in a new tab)
#J-18808-Ljbffr