Job vacancy: Breast Screening Booking Clerk / Receptionist, Torbay and South Devon NHS Foundation Trust, Torquay

Job summary

Main area: Breast Care
Grade: NHS AfC: Band 2
Contract: Permanent: 20 hrs per week - to be able to be flexible over working days
Hours: Part time - 20 hours per week
Job ref: 388-7872865-PC&S

Employer: Torbay and South Devon NHS Foundation Trust
Employer type: NHS
Site: Torbay Hospital
Town: Torquay
Salary: £25,272 per annum pro rata
Salary period: Yearly
Closing: 05/05/2026 23:59

Breast Screening Booking Clerk / Receptionist

NHS AfC: Band 2

Detailed job description and main responsibilities

Booking Clerk duties

· To use NHS computer systems to their full potential to include registration of patients, altering/booking of appointments, ensuring clinic attendances /outcomes are completed

· To ensure that telephone calls are answered quickly and according to Trust and Screening guidelines

· Dealing with patients queries and concerns on the telephone, negotiating appointment dates and time.

· To request/send imaging from/to other hospitals and breast screening units.

· Preparation of disclaimer letters for women who wish to be permanently ceased from the breast screening programme.

· Preparation of clinics on a day-to-day basis.

· To respond accurately and with courtesy to enquiries from patients, staff and the public. Referring enquiries to other professionals as appropriate.

· To ensure that all NHSBSP, and Trust standards and protocols are followed and that targets are achieved.

· Communicate with all grades of staff effectively, both in writing and verbally on a daily basis

Receptionist Duties

· Ensure the outpatient booking and reception process is managed in line with the Standard Operating Procedures in accordance with the Trusts Patients Access Policy.

· To answer telephone enquiries in an efficient manner and ensure appropriate follow through, using initiative to deal with all enquiries either verbally or in writing.

· To register patients on PAS, make appointments and deal with queries from both patients and staff, adhering to the Trust’s Patient Access Policy.

· Maintain accurate tracer records or patients notes as required.

· To ensure the next day’s clinics are set up with all notes available at the end of the day.

· Arrange follow up appointments for patients either booked with a mutually agreed date or placed on pending lists.

· Any other appropriate duties/tasks as requested by Management.

· To work closely and communicate with all grades of clinical and administrative staff within the Trust. To liaise with patients, GP’s and other external agencies.

Person specification

Essential and Desirable

Essential criteria

• Minimum of 4, A-C GCSEs or equivalent, to include Maths and English
• Customer 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 in line with Trust policies
• Able to communicate effectively with patients, all grades of staff and external contacts, both verbally and in writing
• Proven experience of providing a patient focussed service
• Previous Reception experience
• Ability to communicate effectively at all levels
• Excellent organisational and time management skills
• Ability to prioritise workloads to meet deadlines
• Adaptable and flexible
• Confident, self-motivated and able to use own initiative
• Ability to work as part of a team.

Desirable criteria

• NVQ Level 2 or equivalent knowledge and skills in Administration or Customer Service
• Previous NHS experience
• Knowledge of a range of patient computer software packages e.g. NBSS, PAS, Infoflex, CRIS etc
• Knowledge and understanding of Trust Values

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.