Outpatients Booking Clerk

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Main area: Clinical Services and Compliance

Grade: NHS AFC Band 2

Contract: Fixed term: 6 months (permanent)

Hours: Part time - 20 hours per week (2x 20 hour 15 minute post)

Job ref: 345-COR8063545

Site: North Tees and Hartlepool Hospital

Town: Stockton-on-Tees

Salary: £25,272 Pro rata per annum

Salary period: Yearly

Closing: 09/07/2026 23:59

We are seeking to recruit highly motivated and enthusiastic Booking Clerks within Outpatient Central Bookings. You will be a member of a team in an extremely busy department providing a high quality service to internal and external users. The post holder will be responsible for assisting in the provision of an efficient and effective outpatient appointment booking service. The outpatient department operates between the hours of 8.30am and 5.00pm.

Main duties of the job:

• You will be required to provide an efficient, accurate and timely service to assist in patient care whilst adhering to strict deadlines.
• The post holder will be required to learn a range of tasks and will need to adapt to a changing environment.
• The outpatient department processes in excess of 800 appointments per day, both face to face and via the telephone.
• Due to the complexity and variety of clinics that are operating every day, the booking process is a complicated procedure utilising a confidential patient database and an automated telephone system based in the call centre.
• The post holder will be required to have a complete knowledge of all clinics held within the trust.

Working for our organisation:

At North Tees & Hartlepool NHS Foundation Trust our main priority is to provide safe and high quality care to our patients every day; the kind of care we would want for ourselves and our loved ones. We want our organisation to be the best place to work with the right staff, in the right roles, at the right time, to ensure we deliver exceptional patient care and experience. We will support staff through providing an inclusive and supportive workplace with health and well-being initiatives, staff benefits and opportunities for personal and professional development.

Detailed job description and main responsibilities:

• Book outpatient appointments and manage allocated clinic bookings as requested within the agreed booking schedule, following all trust policies, procedures and processes, and using appropriate technologies, e.g. Patient Administration System and automated telephone booking system.
• Responsibility for making decisions with regard to inserting outpatient appointments, ensuring that the clinics are run as efficiently as possible, whilst taking into account clinical priorities and ensuring that patients are seen in order of appointment.
• Ensure that all outpatient activity is entered onto the outpatient systems and that any data recorded is accurate and relevant in accordance with the Data Protection Act 1998.
• The post holder will be expected to communicate and work effectively with all members of the booking team, liaising with medical and nursing staff, other departments and internal service users across the trust.
• The post holder will be expected to liaise with external service users such as patients, GP’s and other hospitals adopting a professional manner at all times.
• The post-holder must treat colleagues in a manner that conveys respect for the abilities of each other and a willingness to work as a team.
• Ensure that all trust policies, procedures and guidelines relating to confidentiality and Caldicott Principles are strictly adhered to when handling patient files or discussing patient needs.
• Develop and maintain a broad understanding of national, regional and local waiting list targets and take appropriate action to assist in the timely resolution of a significant number of enquiries regarding the partial and full booking processes.

Qualifications:

• GCSE at grade C (4) or above in Mathematics & English Language or equivalent.
• NVQ at level 2 in Business Administration (or equivalent).
• IT qualification (ITQ at level 3 or equivalent).
• NVQ at level 3 in Business Administration (or equivalent).

Experience:

• Experience of clerical work involving computerised systems.
• A good working knowledge of windows based computer systems and be capable of using most Microsoft Office applications, particularly MS Word and Outlook.
• Experience of a healthcare environment, Outpatient Bookings would be an advantage.
• Experience of working within a multi-disciplinary team.
• Knowledge of medical terminology.
• Knowledge of appointment systems such as Trakcare, Choose and Book, SystmOne.

Important: Once sufficient applications have been received this vacancy may close early.

Disclosure and Barring Checks (DBS): It is the policy of North Tees and Hartlepool NHS Foundation Trust, that all successful candidates who are new to the Trust who require DBS clearance for the post they have been offered, are required to pay the cost for their DBS certificate. The method of payment for this is via salary deduction from your first month’s pay on commencement with the Trust. The DBS check will be undertaken during the pre-employment check screening.

New Starters – Probationary Period: For any new employees commencing employment with North Tees and Hartlepool NHS Foundation Trust, you will be subject to satisfactory completion of a 6 month probationary period.

Employment References: As part of our pre-employment screening process, all applicants are required to provide references covering their last three years employment history including any gaps.

Working Hours: If the hours advertised for the post are up to full time (37.5 hours per week), applications are still welcomed from individuals who may be seeking to work less than full-time hours and all requests will be considered in line with the post being appointed to for the successful applicant.

Equality, Diversity and Inclusion: Everything we do is shaped by our values: Respect, Support, and Collaborate. At University Hospitals Tees we want our workspaces to be places where everyone feels welcome, valued and safe.

Disability: We are a Disability Confident Lead employer. This means we give fair and full consideration to applicants and will offer reasonable adjustments during the recruitment process.

Right to Work in the UK: The Trust welcomes applications from all candidates who meet the criteria for the role.

Further Important Information: Please check your email on a regular basis for updates on your application.