Job vacancy: Admissions Booking Officer, Mersey and West Lancashire Teaching Hospitals NHS Trust, St Helens

Job summary

Main area: Administration
Grade: NHS AfC: Band 3
Contract: Permanent
Hours: Part time - 28.75 hours per week
Job ref: 409-6127153-C

Employer: Mersey and West Lancashire Teaching Hospitals NHS Trust
Employer type: NHS
Site: St Helens
Town: St Helens
Salary: £24,071 - £25,674 per annum pro rata
Salary period: Yearly
Closing: Today at 23:59

Admissions Booking Officer

NHS AfC: Band 3

After applying via NHS Jobs, your submitted application will be imported into our preferred Third-party recruitment system. All subsequent information regarding your application will be generated from apps.trac.jobs. You will not be able to track the progress of your application or receive messages through the NHS Jobs website, and furthermore, as an employer, we will not be able to respond to any e-mails sent to us via the NHS Jobs website. By applying for this post you are agreeing to "name of trust" transferring the information contained in this application to its preferred applicant management system. If you are appointed to a post information will also be transferred into the national NHS Electronic Staff Records system.

Detailed job description and main responsibilities

KEY DUTIES

Update the PAS system and Opera systems with all information/special requirements following patients attending the pre-operative assessment clinics.
Order interpreters for patients attending pre-operative assessments, enhanced recovery programme clinics and admission for surgery by e-mail.
To arrange patient admissions by telephone/letter ensuring that patients are offered a choice of date with reasonable notice in accordance with the current operating framework and the NHS constitution.
Order all necessary equipment for the planned operations via Theatre Materials Management Department.
Responsible for informing the Radiology Department of patients due to be admitted for elective surgery within 48 hours who will require X-ray.
When arranging paediatric admissions check anaesthetic cover (paediatric anaesthetists required) and ensure enough paediatric beds are available for that particular admission date.
Take into account daily cancellations and alterations, contacting patients by telephone explaining in a polite and courteous manner the reasons for a cancellation. To follow the correct procedures and processes for all cancelled admissions and DNA’s to ensure dates are re-booked and/or removed according to the Trust Patient Access Policy, escalating any issues.
Complete reminder service one week in advance for elective admissions to reduce DNA’s and ensure full utilisation of theatre sessions.
Advise patients of all available options with empathy and discretion particularly when dealing with aggrieved patient’s regarding waiting list enquires. Significant conversations including outcomes are to be recorded on PAS.
Monitor and maintain the Patient Target Lists (PTL) for each speciality and individual Consultants. Liaise with Directorate Managers on a regular basis.
Monthly validation of 18 week (PTL) for each speciality to maintain 18 weeks, ensure patient availability and/or still require procedure and willingness to accept another surgeon or external providers.
Monitor and maintain the Surveillance Targeting Lists for individual specialities ensuring that all patients are recalled in accordance with Multi Disciplinary Team guidelines and Department of Health guidelines.
Book all Enhanced Recovery Programme appointments prior to admission.
Complete data checks on computerised systems (PAS, Opera, EDMS) amending any changes e.g. operation procedures, wards, patient details, patient/hospital cancellations or time changes due to the implications of MRSA and / or allergy risks etc.
Check EDMS for potential missed additions and highlight to Team Leaders.
To ensure all case notes are requested and available for admissions in line with local standards and protocols. Ensure that any documentation in relation to the patient is sent to the Health Records Department to be scanned onto EDMS (Electronic Document Management System). To file all correspondence and documents, as required, thereby maintaining an effective filing system.
Organise and order stationary items as appropriate.
Deal appropriately with concerns from staff in line with Trust policy.
To provide cover for colleagues during periods of annual leave and sickness. Mentor and train relevant staff as required by the Team Leaders or Assistant Directorate Manager.
Participate in evening and call centre weekly rotation.
Liaise with other hospitals both NHS and private, GP’s, secretarial, clerical, wards, theatre staff and cancer services.
Following List Planning meeting, complete actions for individual specialities and update minutes for Directorate Managers.
To be responsible for informing the Cardio-Respiratory Department of patients due to be admitted with pacemakers in-situ by email.
To work in a flexible manner in accordance with the Trust policy.
Any other duties required by Line Manager.

Person specification

Person Specification

Essential criteria

Educated to GCSE level for English and Maths or equivalent experience
NVQ in Business Administration or equivalent knowledge through formal training or experience
Word processing skills

Knowledge & Experience

Essential criteria

Excellent IT skills with knowledge and experience of Microsoft Office
Previous experience of working within a clerical environment
Able to deal with the public in person and via telephone

Desirable criteria

Previous NHS experience
Knowledge of medical terminology

Skills

Essential criteria

Self-motivated and ability to work using own initiative with limited supervision
Able to use own initiative and respond to new challenges, knowing when to escalate
Ability to organise/manage/prioritise own work schedule
Excellent communication and customer care skills
Ability to accurately maintain computerised and manual documentation systems
Able to promote good working relationships amongst team and colleagues
Ability to assist in the mentoring and training of new staff

Desirable criteria

Excellent interpersonal and influencing skills
Good understanding of Trust internal policies as appropriate

Other

Essential criteria

Excellent team player
Confident and sympathetic when dealing with patients/staff

Desirable criteria

Demonstrates an awareness of the importance of prompt timekeeping and good attendance at the workplace

Thank you for considering an application to work for Mersey West Lancashire NHS Trust. You are part of an exciting and forward-thinking NHS Trust who are one of the best places to work for in England.

Given sometimes we receive a high volume of applications to work for us, please be aware, that we may close a vacancy earlier than stated should a sufficient number of applications be received from which a shortlist can be confirmed. Therefore, you are advised to apply at your earliest convenience.

The Trust may contact you during the recruitment process for your feedback on your experience. We always aim for continuous improvement in our practice.

Equality, Diversity, and Inclusion

We actively cultivate a professional environment of fairness, equality, dignity, and respect for all individuals. We welcome individuals from all backgrounds and value the unique skills, perspective and experience you bring. We are grounded in the belief that diversity enhances our collective strength, fostering innovation and excellence within our workforce. We welcome all applications irrespective of people’s race, disability, gender, sexual orientation, religion/belief, age, gender identity, marriage and civil partnership, pregnancy/maternity and in particular those from under- represented groups.

As a Disability Confident Leader, we commit to offering an interview to all disabled applicants who meet the minimum criteria for the job (the essential criteria) listed in the personal specification. If you wish to apply under this Guaranteed Interview Scheme, please indicate this on the online application form.

If you are having difficulty completing an online application, or require any disability reasonable adjustments, to the application process, please contact [email protected]

We also commit to offering an interview to all armed forces veterans who meet the minimum criteria for the job (the essential criteria) listed in the personal specification. If you wish to apply under this Guaranteed Interview Scheme, please indicate this on the online application form.

The Trust operates anonymous shortlisting where no personal information about you, including your name or personal details are shared with the recruiting manager. No equality information is shared at any time during the recruitment process with the recruiting manager or other people involved in the decision-making process.

The equality monitoring information you provide is used in the following situations: to review our recruitment practices; where a job is limited to a specific person to verify their eligibility to apply; and to offer disability reasonable adjustments to the recruitment process.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Following the recent update on UK immigration policy for those on a Health and Care Visa or Skilled Worker Visa, please click here to check your eligibility before applying for this post as we may be unable to provide sponsorship.

Disclosure and Barring Service Check

If this post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 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.

Please note if applicable, applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment.

If you have not already done so, you are therefore encouraged to enrol for the DBS Update Service to which a small annual fee of £13 per year applies.

Flexible Working

We actively support flexible working patterns throughout MWL. Changes made to the NHS Terms and Conditions of Service Handbook mean that:

· All employees have the right to request flexible working from day one of employment.

· There is no limit on the number of requests they can make.

· Employees have the right to make requests, have them considered, regardless of the reason.

At Mersey and West Lancashire Teaching Hospitals NHS Trust, we will consider requests for flexible working. We would also encourage you to also discuss flexible working options at interview stage.

Working for Team MWL

Staff recognition is especially important to us; as well as performance reviews and appraisals, we recognise staff through Employee of the month. Along with supporting you to achieve your career goals we offer a generous pension scheme, unsocial hours payments (where applicable), 27 days annual leave on commencement (pro rata) and access to a range of NHS discounts. Our Staff Health and Wellbeing programme offer a variety of services.

The Trust is a non-smoking across all our sites. Failure to follow this rule could lead to disciplinary action. For more information, see the Smoke Free NHS website

You must ensure that your application, including personal statements and behaviour examples, are truthful and factually accurate. Please note plagiarism can include presenting the ideas and experience of others, or generated by artificial intelligence, as your own.

The Trust will not accept applications which are found to be AI generated.

Additional Information

Before applying, we encourage you to review the Trusts Values and Behaviours which are We are KIND, We are OPEN, We are INCLUSIVE, which can be found here.

An applicant guide to help and support you with your application and what to expect during your recruitment journey can be accessed in the supporting documents.

Good luck with your application. We hope to welcome you to Team MWL very soon.