Bookings Administrator - Private and Lung Cancer Screening in Bristol

An exciting opportunity has arisen to support our prestigious private healthcare service and our life-saving NHS Lung Cancer Screening service. We are looking for a highly motivated administrator to join our team, based at our screening office in Yate, near Bristol. In this key role, you will contribute directly to delivering a high-quality, patient-focused service. We are looking for someone with comprehensive administration skills, who is computer literate and has excellent communication skills; previous NHS experience would be advantageous. If you are enthusiastic, proactive, enjoy the challenge of working in a fast-paced environment and interested in joining a team who are dedicated to delivering the best service possible, this could be the role for you.

Main duties of the job:

• As a Bookings Administrator, you will work collaboratively to facilitate the smooth running of the patient pathway and ensure a coordinated and streamlined administrative process that revolves around the patient and their individual needs.
• You will play a vital role in the patient journey by managing all inbound calls, booking a wide variety of clinical services, and ensuring patients receive timely and compassionate support.
• A key aspect of the role is arranging appointments for patients to be assessed by a specialist nurse for a Lung Health Check, to see if they require a CT scan. This requires excellent communication skills, with a degree of sensitivity, empathy and understanding.
• The post holder will liaise with hospital departments, GP surgeries and external colleagues.

Job responsibilities:

• The Bookings Administrator will be responsible for providing clerical and administrative support for the Lung Cancer Screening Programme and TIC Health private patients.
• Working as part of a multi-disciplinary team, you will answer incoming calls promptly and professionally.
• Book appointments across a range of services including MRI, CT, Ultrasound, X-ray, ECGs, ETTs, Blood tests and GP consultations.
• Issue invitations adhering to programme deadlines, be a direct point of contact for patients, including a large volume of telephone calls and provide the nursing/radiography staff with administrative support to ensure onward referrals/outcomes are issued in line with key performance indicators.
• The role will require a flexible approach, and the candidate will be required to work in a fast-paced environment, delivering to tight deadlines.

Main Duties:

• Be the first point of contact for all patients.
• Use the dedicated Patient Admission Systems (PAS) to book appointments and record information as required across multiple platforms.
• Record telephone contacts and administrative templates in the PAS in line with service guidelines.
• Use appropriate methods of communication to build confidence and credibility of all services with representatives from external agencies and organisations.
• Provide key information, advice, and guidance to participants.
• Undertake administrative duties in line with the participant administration pathway.
• Maintain confidentiality in respect of all patient and staff information in line with Data Protection Act.
• To be patient-focused when representing the service; ensuring that all patients are given welcoming, supportive, and helpful assistance.
• Deal with all calls, enquiries and messages in a professional manner, relaying messages to the wider team and taking appropriate action.
• Manage and prioritise own workload.
• Work as an effective team member, demonstrate good personal communication skills, and actively promote excellent team and interdisciplinary relationships.
• Assist with data collection activities by ensuring records are up to date; maintain accurate, clear, and legible documentation in all legal records in accordance with the Data Protection Act.
• Monitor virtual Lung Health Check clinics to ensure full utilisation of appointments.

Organisational Responsibilities:

• Being aware of and adhere to administrative procedures and protocols relevant to the post.
• Observing and adhering to all TIC Health policies and procedures.
• Demonstrate TIC Health values and behaviours.

Education and Training:

• To contribute to and agree a continuing Personal Development Plan.
• Ensuring completion of timely Appraisal process with designated line manager.
• To attend internal or external courses as agreed within the plan or ad hoc training and development as requested by management.
• To attend ongoing refresher training within their job role as legislation changes and upgrades to local systems are introduced.
• Ensure mandatory training including Information Governance training is maintained within compliance date arranging time with line manager to complete when required.
• Participate in departmental meetings and awareness sessions as and when required.
• Develop IT skills necessary to support the post.

Person Specification:

• Minimum 5 grade A to C or equivalent including English and Maths.

• Excellent interpersonal, communication and organisational skills.
• Experience of using IT systems and software.
• High degree of accuracy and attention to detail.
• Ability to manage confidential matters in a sensitive manner.
• Ability to work under pressure and to deadlines.
• Advanced keyboard skills with speed and accuracy.
• Able to work both as a member of the team and on own initiative.
• Ability to prioritise and plan activities and tasks.
• Experience of working with databases.
• Experience of using a Patient Administration System or similar.

• Ability to adhere to TIC Health Values and Behaviours.
• Ability to be flexible and reliable.
• Ability to remain calm, polite, and tactful.
• Ability to always maintain confidentiality particularly in relation to patient-identifiable and personal data/information.
• Commitment to continued personal and educational development.
• Enthusiastic and motivated.

• Experience of working in an administration role.
• Experience of working in a team.
• Experience in dealing with the general public.
• Good working knowledge of Microsoft Office and general IT literacy.
• Excellent communication skills with a confident and friendly telephone manner.
• Previous NHS experience.
• Previous call-centre or healthcare bookings experience.

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such 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.