• Job Description

  Req#: C9388-25-0735?language=en&page=229&sort=publicationDateDesc

  Job summary

  We are seeking a dedicated individual to join our dynamic operational team within the acute site outpatient department during a pivotal phase of transformation. You will play a crucial role in implementing and managing our new clinic room booking system, "Bookwise," which is designed to enhance efficiency and maximise room utilisation across our services.

  As a key member of this new team, you will collaborate closely with various stakeholders to ensure the successful deployment of the system, contribute to process improvements, and support our commitment to delivering high-quality care.

  This is an exciting opportunity to make a meaningful impact as we navigate this important change in our organisation.

  Main duties of the job

  • Deliver high-quality administrative support to ensure smooth operations.
  • Interact courteously and professionally with patients, colleagues, and stakeholders, while adhering to established service guidelines and standards.
  • Maintain up-to-date records of all clinic room bookings and regularly communicate this information to the nursing teams.
  • Communicate consistently with clinical and nursing teams in the clinics to inform them of any issues that may affect clinic operations.
  • Coordinate with multidisciplinary team members on the scheduling and cancellation of clinic rooms.
  • Management of Bookwise database
  • Management of Bookwise System
  • Excellent IT Skills
  • Verify the availability of clinics using the 'Bookwise' system.
  • Notify the outpatient Operational team of any discrepancies encountered.
  • Keep 'Bookwise' spreadsheet updated, collaborating with the team to manage available clinic rooms based on the 6;4;2 principle.
  • Work with the Operations Manager on future clinic space planning.
  • Ensure the waiting list for clinic rooms is accurate and up to date.
  • Process booking requests daily by accepting or declining them through the online system.
  • Conduct audits of clinic space usage.
  • Prepare and compile the monthly 'Did Not Attend' report.
  • Participate in weekly 'Bookwise' meetings with clinical administration teams.
  • Educate members of the TSDFT team on accessing and using the 'Bookwise' booking system.
  • Perform any additional administrative duties as assigned by the Operational Manager

  About us

  Why Work With Us

  You will be joining the trust at an exciting and changing time, The Outpatient Operations Team is newly established and will be dedicated to enhancing the efficiency and effectiveness of outpatient services within Torbay & South Devon Foundation Trust. Our team collaborates closely with healthcare professionals across various specialties to optimise resource allocation and enhance patient experience.

  By leveraging data-driven insights and fostering a culture of continuous improvement, we aim to reduce wait times and enhance service delivery in the outpatient setting. As a member of our team, you will play a crucial role in supporting operational excellence and delivering exceptional patient-centred care.

  Details

  Date posted

  04 June 2025

  Pay scheme

  Agenda for change

  Band

  Band 3

  Salary

  £24,625 to £25,674 a year per annum

  Contract

  Permanent

  Working pattern

  Full-time

  Reference number

  388-7153455-A&C

  Job locations

  Torbay Hospital

  Lawes Bridge

  Torquay

  TQ2 7AA

  
  

  Job description

  Job responsibilities

  Daily Communication: Engage with colleagues throughout the trust to coordinate clinic room usage based on the 6;4;2 booking principle.

  Collaboration: Build strong relationships and work closely with operational managers, practice managers, and clinicians to optimize outpatient room usage and manage bookings efficiently.

  Information Sharing: Convey medical and social information to relevant stakeholders through various communications channels, including telephone, email, and face-to-face interactions. Ensure that all information is handled confidentially, sensitively, and professionally, adhering to data protection and information governance policies.

  Verbal Communication Skills: Effectively communicate with a diverse range of individuals daily, including:

  Consultants and their teams

  Nursing staff

  Clerical personnel

  Managerial staff at the Directorate level

  Members of the public

  General Practitioners practices

  Locum medical agencies

  Other hospitals, both within and outside the district.

  Job description

  Job responsibilities

  Daily Communication: Engage with colleagues throughout the trust to coordinate clinic room usage based on the 6;4;2 booking principle.

  Collaboration: Build strong relationships and work closely with operational managers, practice managers, and clinicians to optimize outpatient room usage and manage bookings efficiently.

  Information Sharing: Convey medical and social information to relevant stakeholders through various communications channels, including telephone, email, and face-to-face interactions. Ensure that all information is handled confidentially, sensitively, and professionally, adhering to data protection and information governance policies.

  Verbal Communication Skills: Effectively communicate with a diverse range of individuals daily, including:

  Consultants and their teams

  Nursing staff

  Clerical personnel

  Managerial staff at the Directorate level

  Members of the public

  General Practitioners practices

  Locum medical agencies

  Other hospitals, both within and outside the district.

  Person Specification

  Essential

  Essential

  • NVQ 3 in administration
  • Proven improvement service skills

  Desirable

  • Good knowledge of computerised systems
  • Experience of working with PC and Spreadsheets

  Person Specification

  Essential

  Essential

  • NVQ 3 in administration
  • Proven improvement service skills

  Desirable

  • Good knowledge of computerised systems
  • Experience of working with PC and Spreadsheets

  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

  Lawes 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

  Lawes Bridge

  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.

Notice