Job vacancy: Admissions Clerical Officer, Torbay and South Devon NHS Foundation Trust, Torquay

Job summary

Main area: Admissions
Grade: NHS AfC: Band 2
Contract: Permanent
Hours: Full time - 37.5 hours per week (Monday - Friday 09:00 - 17:00)
Job ref: 388-7187727-A&C

Employer: Torbay and South Devon NHS Foundation Trust
Employer type: NHS
Site: Torbay Hospital
Town: Torquay
Salary: £23,615 Per Annum
Salary period: Yearly
Closing: 12/06/2025 23:59

Admissions Clerical Officer

NHS AfC: Band 2

Detailed job description and main 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 Trust’s 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

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Essential criteria

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 criteria

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

You will be joining the organisation at an exciting time. As the first fully integrated care organisation in England, we are working to improve the way we deliver safe, high-quality health and social care. We have a positive and vibrant working atmosphere, we are proud of our investment in our staff both in terms of developing potential career skills and valuing people.

If you provide support to a family member or friend with health or care needs, we aim to be a Carer-friendly employer. We have a ‘Staff Carers’ policy which includes flexible working where possible and a Carer’s Passport scheme that links you into support and discounts.

IMPORTANT INFORMATION

We reserve the right to close vacancies early if we receive a high volume of applications. Therefore, we encourage you to apply promptly.
Please read the job description carefully and tailor your application to reflect the requirements of the role.
Applicants who identify in their application form they are a part of the Armed Forces community will be guaranteed an interview, provided they meet the minimum essential criteria outlined in the job description and person specification for the role. Step into Health guidance can be found on our NHS Employers website.
Correspondence will be sent via Trac, text, and email. Please ensure you check your email and Trac account regularly.
Applicants with no previous NHS experience will ordinarily be appointed to the minimum of the band.
If you have not received an invitation to interview within 28 days of the closing date, please assume that your application has been unsuccessful on this occasion.
It is your responsibility to ensure the timely receipt of appropriate references.

The Trust is committed to preventing discrimination, valuing diversity and achieving equality of opportunity. No person (staff, patient or public) will receive less favourable treatment on the grounds of the nine protected characteristics as governed by the Equality Act 2010. If you require support you can obtain this from our Equality Business Forum which has representatives from all protected groups.