Job summary
- Main area
- Haematology Booking Clerk
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Monday to Friday (08:30 to 16:30))
- Job ref
- 203-EL940
- Employer
- South Warwickshire University NHS Foundation Trust
- Employer type
- NHS
- Site
- Warwick Hospital and Stratford Hospital
- Town
- Warwick and Stratford
- Salary
- £24,937 - £26,598 per annum
- Salary period
- Yearly
- Closing
- 13/06/2025 23:59
Employer heading
Haematology Booking Clerk
Band 3
South Warwickshire University NHS Foundation Trust is one of the top performing organisations within the NHS. Our staff think this is a great place to work and we hope you will agree. We have recently been rated as 'Outstanding' by the Care Quality Commission (CQC) following our most recent inspection.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the whole county. This includes our Community Teams in North Warwickshire.
We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity. Over 6000 people work for the Trust and many of them have been here a long time. People find they don’t need to go elsewhere to find a fulfilling career in healthcare.
The first thing you will notice about us is how we take our values seriously. We believe that our values underpin everything we do. If you are interested in a role with us you need to make sure our values match your own.
Our values can be summed up in one sentence. We are ‘Trusted to provide inclusive, safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Probationary Period
All new staff to the Trust will be subject to a standard 6 month probationary period, the details of which will duly follow in your contract of employment.
Equality, Diversity, and Inclusion
South Warwickshire University NHS Foundation Trust is committed to creating and sustaining a positive and inclusive working environment for all our employees. Our aim is to ensure that employees are equally valued and respected and that our organisation is representative of all members of society. We define diversity as valuing everyone as an individual – we value our employees, job applicants, students, patients and visitors as people. This is reflected within our values of being Inclusive, Safe, Effective, Compassionate and Trusted.
Agile and Flexible Working
All our staff will have a work base. However the Trust operates as an Agile Working Team therefore staff may be working from home on a regular basis as required by the service. However, occasionally travel around Warwickshire and into your base will be required so access to your own transport would be helpful.
The Trust also welcome staff to work flexibly and we would welcome the conversation at interview regarding flexible working.
Staff Benefits
The Trust offer a wide range of additional benefits to staff. Anyone who joins us on a substantive basis can assess things such as the Lease Car Scheme, Electronics Scheme, Discounted Leisure and Travel, Cycle to work scheme amongst many others available.
Car Parking
The Trust currently have limited availability of car parking spaces, as such are operating a waiting list for new starters joining the organisation.
To keep up to date on our latest recruitment activity follow us on twitter @swftrecruit or look us up on Facebook (Recruitment - South Warwickshire NHS Foundation Trust).
Job overview
We are looking for an excellent individual to join our team of booking clerks in Haematology Services. This post will mainly be based at the Rigby Unit at Stratford Hospital but there may be a requirement to cover at the Aylesford Unit at Warwick Hospital.
As part of the booking team you will provide specialised, comprehensive and confidential patient-centred clinical administration and booking service within Haematology services. You will cover the outcoming of clinics, process referrals, book patient appointments, reception cover and deal with queries from patients and their carer’s in person and by telephone/email.
This role is a perfect opportunity to someone who has excellent communication, customer service and organisational skills, works well as a member of a team and can meet deadlines under pressure.
Main duties of the job
To work as part of a team providing booking cover for the consultants, junior medical staff and nursing staff within the team, with particular responsibility for ensuring new and follow up appointments are booked, and patients are greeted to clinic and outcomed appropriately in line with their clinical appointments.
To support the management of the elective and/or emergency pathways to include Cancer, Referral to Treatment Targets (RTT) and E-referrals.
To support the delivery of a specialty specific single point of access for patients. To work collaboratively with other members of the administrative team within Cancer Services.
Working for our organisation
Come and join a Trust rated Outstanding by the CQC. South Warwickshire NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.
Our values can be summed up in one sentence. We are ‘Trusted to provide safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Detailed job description and main responsibilities
Registration
Register and change patient details which are incorrect on PAS – inter trust transfer process.
Process Referrals and all aspects therein. Input referral data onto the PAS, Somerset Cancer Register and the MOSAIQ Oncology Management system /referral database as required incorporating RTT &/or Cancer Waiting Times.
Open and stamp post, check emails and distribute accordingly.
Print the Choose & Book referral letters.
Scan referral letters onto the relevant database.
Book follow-up appointments for patients from clinic as and when required.
Call Handling
Liaise with patients - answer telephone in an efficient, prompt and polite manner.
Make appointment bookings using PAS and the E-referral application of all New and Follow-up appointments within set guidelines.
Contact patients to attend appointments at short notice or when their appointments have to be cancelled.
Deal with queries and liaise with the Dedicated Clerks and all grades of staff in relation to appointment queries or slot capacity issues and transfer callers to relevant extensions where necessary.
Liaise with reception staff, notifying them of patient cancellations on the day of clinic.
Arrange transport/Interpreters for follow-up appointments where necessary.
Keep documentation up to date including clinic codes.
Cancer Services
To process 2 week wait referrals for set specialties.
Contact patients to attend appointments at short notice or when their appointments have to be cancelled.
Scan referrals onto the relevant database.
Alert line manager/GMs if no capacity to book within 2 week guidelines.
Input data into the Cancer Database.
Run and check reports as and when required.
Other
May be required to train and support more junior members of staff with departmental processes and procedures.
Person specification
Qualifications
Essential criteria
- Able to demonstrate good basic education
- English language pass GCSE
- Customer Service NVQ III or equivalent
Experience
Essential criteria
- Demonstrates understanding of the key functions of a Receptionist/Booking clerk role
- Working knowledge of Microsoft Office
Desirable criteria
- Working knowledge of PAS
Skills
Essential criteria
- Articulate – excellent communications skills
- Able to communicate effectively, including in situations where there may be barriers to understanding
- Friendly and professional telephone manner to support the above
- Able to prioritise tasks
- Demonstrates potential to be able to work under pressure
- Demonstrate understanding of patient confidentiality
Desirable criteria
- Experience of Excel and PowerPoint
Personal Qualities
Essential criteria
- Able to respond effectively to working alone or in a team
- Conscientious and hard working
- Ability to deal with distressing situations patients/relatives
- Ability to use initiative
- Honest and reliable
- To be able to adapt to change
- Flexible
- Able to change tasks at short notice and deal with interruptions throughout the day
Other
Essential criteria
- Able to work across different sites
Desirable criteria
- Ideally holds a driving licence
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Kim Taylor
- Job title
- Office Manager
- Email address
- [email protected]
- Telephone number
- 07840017800
- Additional information
Toni Galloway
07557484747
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