Job vacancy: Imaging Booking Assistant, University Hospitals Plymouth NHS Trust, Plymouth

Job summary

Main area: Admin & Clerical
Grade: NHS AfC: Band 2
Contract: Permanent
Hours: Full time - 37.5 hours per week (Monday- Friday)
Job ref: 216-AJ-A7170048

Employer: University Hospitals Plymouth NHS Trust
Employer type: NHS
Site: Brittany House
Town: Plymouth
Salary: £24,169 Per Annum Pro Rata
Salary period: Yearly
Closing: 13/05/2025 23:59

Imaging Booking Assistant

NHS AfC: Band 2

Detailed job description and main responsibilities

Entering patients details on both CRIS and patient management systems.
Sorting referral cards and letters from GP’s, consultants and other medical staff
Booking and rearranging outpatient appointments
Dealing with alterations and short notice cancellations of lists and notifying appropriate staff and patient
To receive all incoming post and process in a timely manner, and ensure all outgoing post is similarly processed
Optimise opportunities for sessions to go ahead by arranging alternative cover, when problems arise
Liaise with all levels of medical staff to ensure the effective and efficient running of lists
Advise patients and medical staff on special procedures and preparations required to ensure a successful examination
Dispatching appointment letters ensuring all relevant information and leaflets are included
Tracing notes on the Patient Management system
Provide statistical information as required, compiling and producing waiting list figures at the end of each month: distributing to managers and medical staff
Communication with stakeholders including trainees, clinicians, managers, patients, other colleagues and workers from other agencies
To ensure all clerical duties are carried out to a high standard at times of planned and unplanned leave
Participate in providing assistance in completing daily tasks for other appointments clerks when required
Use tact and diplomacy to deal with distressed and emotional patients
Keeping focused and level headed in spite of a busy and demanding environment
Maintaining and updating booking protocol, to reflect any changes in practices and procedures
Other duties as appropriate to the post

Person specification

Knowledge & Experience

Essential criteria

• Previous demonstrable Clerical experience

Desirable criteria

• Previous Demonstrable experience working within a large clinical setting
• Demonstrable Experience working with the General Public
• Experience of Patient Management System

Qualifications

Essential criteria

• GCSE’s 9-4 (A-C) in Maths & English or equivalent demonstrable qualification
NVQ level 2 in either business administration or related subject or equivalent demonstrable experience

Desirable criteria

NVQ level 2 in either business administration or related subject or equivalent demonstrable experience

Aptitude & Abilities

Essential criteria

• Good communication skills, written and verbal, with the ability to demonstrate fluency, clarity and effectiveness at all levels.
• Computer Literate with good Keyboard skills
• Time management and organisational skills.
• Ability to work on own initiative, but also as a member of a team.

Desirable criteria

• Understanding the Trust waiting list policy within the workplace

Disposition/Attitude/Motivation

Essential criteria

• Able to work calmly and methodically in a busy Environment
• Proactive and takes own initiative

Desirable criteria

• Willingness to learn and develop in a challenging environment

PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY INCLUDING YOUR JUNK FOLDER.

If you need support with the online application process or require reasonable adjustments with the application and/or interview process please contact the Recruiting Manager for this post.

We recognise that work life balance is important for our colleagues and so we invite requests from applicants about less than full time/flexible working for our advertised roles. We recommend contacting the manager of the role prior to applying and we commit to giving requests full consideration.

We welcome and encourage applicants who identify with all protected characteristics to apply for our roles. We believe that diversity strengthens our teams and improves our patients' experience. At UHP we aim to create an inclusive workplace and hospital where everyone feels they belong and included.

It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Providing false information is an offence & could result in the application being rejected or summary dismissal/police action if an applicant is successful.

Please note that if you are successful in your application & accept the position you agree that the Staff Health and Wellbeing Department can access your health records from your current/previous employer in order to check the status of your inoculations & screening tests. This is an automated process & the information will only be used for these purposes prior to your taking up the position with us.

For Doctors Roles:

Unsolicited CVs and Candidate Profiles/Details
University Hospitals Plymouth has a commitment to sourcing candidates directly and as such we do not accept speculative CVs from agencies.

We do, however, work with a defined list of preferred HTE Framework suppliers who may be invited to support us in sourcing candidates for particular roles.

In line with our preferred supplier list, we only pay agency fees where we have a signed agreement in place and an agency has been instructed by a member of the Trust’s Medical Workforce team.

We do not pay agency fees where speculative and unsolicited CVs are submitted to the Trust or Trust employees by any other means than the official route above. Where this is not observed the Trust reserves the right to contact these candidates directly and initiate discussions without payment of any agency fee.

Any candidate details (whether written or spoken) or CVs that are referred directly will not constitute an introduction. The Trust will under no circumstances be responsible for any recruitment fees in relation to these contacts.

Submission of any unsolicited CVs, candidate’s details and/or proposals to the Trust will not be considered further and will be deemed evidence of full and unlimited acceptance of this Agency Protocol.

In order to establish and maintain good working relationships with the Trust’s agency suppliers, we ask that this Protocol is adhered to and thank you for your co-operation.