Torbay and South Devon NHS Foundation Trust

Admissions Clerical Officer

The closing date is 12 June 2025

Job summary

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

About us

Why Work With Us

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.

Date posted

29 May 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£23,615 a year Per Annum

Contract

Permanent

Working pattern

Full-time

Reference number

388-7187727-A&C

Job locations

Torbay Hospital

Lowes Bridge

Torquay

TQ2 7AA

Job description

Job 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 Trusts 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

Job description

Job 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 Trusts 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

.

Essential

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

Desirable

NHS Experience
Knowledge of a range of patient computer software packages eg Choose & Book, Galaxy, Infoflex
Experience of providing a customer focused service

Person Specification

.

Essential

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

Desirable

NHS Experience
Knowledge of a range of patient computer software packages eg Choose & Book, Galaxy, Infoflex
Experience of providing a customer focused 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

Torbay and South Devon NHS Foundation Trust

Address

Torbay Hospital

Lowes Bridge

Torquay

TQ2 7AA

Employer's website

https://www.torbayandsouthdevon.nhs.uk (Opens in a new tab)

Employer details

Employer name

Torbay and South Devon NHS Foundation Trust

Address

Torbay Hospital

Lowes Bridge

Torquay

TQ2 7AA

Employer's website

https://www.torbayandsouthdevon.nhs.uk (Opens in a new tab)

For questions about the job, contact:

Practice Manager

Katherine Furnell

katherine.furnell2@nhs.net

07824012698

Date posted

29 May 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£23,615 a year Per Annum

Contract

Permanent

Working pattern

Full-time

Reference number

388-7187727-A&C

Job locations

Torbay Hospital

Lowes Bridge

Torquay

TQ2 7AA

Supporting documents

Privacy notice

Torbay and South Devon NHS Foundation Trust's privacy notice (opens in a new tab)

Admissions Clerical Officer

Job summary

Main duties of the job

About us

Details

Date posted

Pay scheme

Band

Salary

Contract

Working pattern

Reference number

Job locations

Job description

Job responsibilities

Job responsibilities

Person Specification

.

Essential

Desirable

.

Essential

Desirable

Disclosure and Barring Service Check

Employer details

Employer name

Address

Employer's website

Employer details

Employer name

Address

Employer's website

Employer contact details

For questions about the job, contact:

Details

Date posted

Pay scheme

Band

Salary

Contract

Working pattern

Reference number

Job locations

Supporting documents

Privacy notice