• Job Description

  Req#: C9388-25-0634?language=en&page=789&sort=publicationDateDesc

  Job summary

  The role of the Booking Clerk / Receptionist is critical in providing efficient administration in all aspects of patient appointment booking including confirmation calling and back-filling short notice cancellations for outpatient appointments on Hutchings Ward.

  Hutchings Ward operates as an outpatient clinic space supporting all aspects of Gastroenterology, Colorectal, and Upper GI outpatient clinics.

  You will provide patient facing reception cover and all associated admin tasks to assist the clinical teams on Hutchings Ward, with strict adherence and compliance to the Trust's Patient Access Policy. They will ensure that patients are treated with courtesy, dignity and respect.

  Main duties of the job

  The main duties of the job role include:

  • Handling inbound calls for Hutchings Ward.
  • Making outbound calls, including calls to patients prior to their appointment to confirm attendance.
  • Monitoring short notice cancellations to clinics and backfilling appointments

  Checking patients in for Outpatient appointments

  Booking, cancelling and rearranging Outpatient appointments

  Management of patient notes (tracing, requesting, etc.)

  Setting up of clinics (including printing additional attendance lists/patient labels)

  Associated administration tasks (completing outcomes, unloading notes, finding referrals etc.)

  Maintaining a high standard of customer service

  Use of hospital systems to effectively support the management of the patient journey

  Managing clinic capacity

  Managing pending lists and wait times

  Managing spreadsheets as required

  Processing new referrals from external and internal sources

  Liaising with colleagues at all levels to ensure the patient journey is smooth

  Assist clinical teams in the department with administrative tasks.

  Work in accordance with the Trust policies at all times

  Work in accordance with and always uphold the Trust Values

  About us

  Hutchings Day Unit and outpatient ward is part of Gastrointestinal Services based on Level 8 of Torbay Hospital.

  It has a multidisciplinary team consisting of Gastroenterology Consultants, Upper GI and Colorectal Surgeons, Specialist Nurses, AHP's and the administrative support team.

  The administrative team work closely to provide efficient administrative and reception support to the teams on the unit while delivering a high quality of care to each patient attending the department.

  The department is well regarded across the Trust as a model example of how a mixed outpatient space can work well, and also benchmarks well both regionally and nationally.

  Why Work With Us

  Details

  Date posted

  07 May 2025

  Pay scheme

  Agenda for change

  Band

  Band 2

  Salary

  £23,615 a year Pro Rata, Per Annum

  Contract

  Fixed term

  Duration

  12 months

  Working pattern

  Part-time, Flexible working, Compressed hours

  Reference number

  388-7136270-A&C

  Job locations

  Torbay Hospital

  Newton Road

  Torquay

  TQ2 7AA

  
  

  Job description

  Job responsibilities

  For the detailed job description and main responsibilities, please refer to the job description and person specification which is attached to this job advert.

  Job description

  Job responsibilities

  For the detailed job description and main responsibilities, please refer to the job description and person specification which is attached to this job advert.

  Person Specification

  Qualifications

  Essential

  • oMinimum of 4 A-C GCSE or equivalent

  Desirable

  • oNVQ Level 2 or equivalent knowledge and skills in Administration or Customer Service

  Know

  Essential

  • oCustomer Service Experience
  • Administration/Clerical Experience
  • Good understanding of Confidentially and Data Protection
  • Good working IT knowledge, specifically Microsoft packages including Excel, Outlook, Word
  • Awareness of Equality and Diversity needs

  Desirable

  • Previous NHS experience
  • Knowledge of Hospital systems including IHCS, E-Referral Service, Patient Target List, CRIS, Clinical Portal, Infoflex
  • Knowledge of Referral to Treatment pathways
  • Intermediate knowledge of Excel and Outlook
  • Knowledge and understanding of Trust Values

  Skills

  Essential

  • oAbility to communicate effectively at all levels
  • oExcellent organisational and time management skills
  • oAbility to prioritise workloads to meet deadlines
  • oAdaptable and flexible
  • Confident, self-motivated and able to use own initiative

  Person Specification

  Qualifications

  Essential

  • oMinimum of 4 A-C GCSE or equivalent

  Desirable

  • oNVQ Level 2 or equivalent knowledge and skills in Administration or Customer Service

  Know

  Essential

  • oCustomer Service Experience
  • Administration/Clerical Experience
  • Good understanding of Confidentially and Data Protection
  • Good working IT knowledge, specifically Microsoft packages including Excel, Outlook, Word
  • Awareness of Equality and Diversity needs

  Desirable

  • Previous NHS experience
  • Knowledge of Hospital systems including IHCS, E-Referral Service, Patient Target List, CRIS, Clinical Portal, Infoflex
  • Knowledge of Referral to Treatment pathways
  • Intermediate knowledge of Excel and Outlook
  • Knowledge and understanding of Trust Values

  Skills

  Essential

  • oAbility to communicate effectively at all levels
  • oExcellent organisational and time management skills
  • oAbility to prioritise workloads to meet deadlines
  • oAdaptable and flexible
  • Confident, self-motivated and able to use own initiative

  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.

  Certificate of Sponsorship

  Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

  From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

  Additional information

  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.

  Certificate of Sponsorship

  Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

  From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

  Employer details

  Employer name

  Torbay and South Devon NHS Foundation Trust

  Address

  Torbay Hospital

  Newton Road

  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

  Newton Road

  Torquay

  TQ2 7AA

  
  

  Employer's website

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

• About the company

  National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.

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