Elective Admissions Booking Clerk in Swindon

Main area Administration Grade Band 3 Contract Permanent Hours Full time – 37.5 hours per week (8am to 4pm Monday to Friday except one day of 10am to 6pm once a week or two weeks) Job ref 249-7477059

Employer Great Western Hospitals NHS Foundation Trust Employer type NHS Site Great Western Hospital Town Swindon Salary £24,937 – £26,598 per annum Salary period Yearly Closing 08/12/2025 23:59

Elective Admissions Booking Clerk

Band 3

Great Western Hospitals NHS Foundation Trust is a unique organisation, serving as the sole integrated provider in the Bath and North East Somerset, Swindon, and Wiltshire system. Our scope extends beyond boundaries as we oversee adult community services in Swindon and provide acute care from the Great Western Hospital.

Our 5,500 staff have 1.2m patient contacts a year, with 13,000 operations carried out in our Theatres, around 4,000 babies born, and our emergency attendances are now well over 100,000 per year. Those numbers only tell part of our story about what an exciting time it is to join Great Western Hospitals.

We are cultivating a culture that fosters our ambitions, prioritising equality, diversion, inclusion, wellbeing, and leadership. We aim to create an environment where every member of our team can truly thrive.

The Trust is a Disability Confident Employer; all applicants who have a disability can opt to be considered under the guaranteed interview scheme, which means that, providing they meet the minimum essential criteria for the post, they will be offered an interview. We are also proudly accredited as a Veteran Aware organisation and have signed The Armed Forces Covenant.

If we receive a high volume of applications, we may close adverts prior to the published closing date. Therefore, we advise you to complete and submit your application as soon as possible.

Elective Admissions Booking Clerk – Band 3

Full Time 37.5 hours per week

**Previous applicants need not apply**

We are looking for an enthusiastic Elective Admissions Clerk to join our team here at the Great Western Hospital.

You will provide a patient- focused, accurate and efficient surgical admissions service for elective patients, in line with Trust values and in accordance with the Elective Access, Booking and Choice of Date policy, working together with colleagues in other departments to provide the best service for patients, fully utilising all available pre-op and theatre sessions.

To deliver a specialty surgical booking service in accordance with key national and Trust-wide performance indicators, such as Referral To Treatment targets.

Main duties of the job

• Communicate and negotiate with patients and relatives, on the telephone, in person and in writing, to make certain the surgery date is booked with patient agreement. Ensure patients and relatives understand information conveyed regarding surgical admission.
• Meet weekly with Speciality Consultants to ensure cases and patients are booked to appropriate lists, whilst adhering to the Trust policy on Elective Access, Booking and Choice of Date and other guidelines and targets.
• Understand and interpret Trust waiting list information, and utilise this to ensure that speciality operating lists are booked appropriately and in target timescales.
• Monitor and update speciality wait list information as work progresses, and provide feedback to responsible manager.
• Understand and utilise a good working knowledge of national Referral To Treatment (RTT) rules and Cancer waiting times. Maintain knowledge of local and regional variations, including Interventions Not Normally Funded (INNF) and Independent Sector outsourcing/transfer guidelines

Working for our organisation

Our STAR values – Service, Teamwork, Ambition and Respect – are a golden thread running through everything we do. These values serve as a guiding principle, driving us towards our vision of delivering great joined up services to our local community. Whether at home, in the community, the hospital, our goal is to empower individuals to lead independent and healthier lives.

Detailed job description and main responsibilities

• Ensure that theatre lists are booked to full capacity two to six weeks ahead, maximising theatre time efficiency. Analyse and report any shortfalls to the responsible manager before problems elevate.
• Manage Theatre cancellations

Please find attached a full job description and person specification

Person specification

Qualifications

• GCSE 3 or above including Maths and English
• NVQ 3 or equivalent in relevant subject or equivalent experience and knowledge gained within a booking or administration role
• Evidence of continuing professional development in business administration
• ECDL qualification or other formal IT training / qualification
• Health and Safety training

Experience

• Evidence of significant administrative experience within a customer focused environment
• Evidence of managing waiting lists or scheduling
• Experience of managing own workload
• Evidence of good communication
• Evidence of competence with IT systems like Excel and Word, including accurate typing
• Working in areas specialising in healthcare appointment making
• Experience of working in an Elective Booking Dept.
• Use of Medway or other patient administration systems
• Organisational awareness of NHS

Skills

• Able to prioritise own workload and work without direct supervision.
• Able to use initiative to deal with non-routine queries.
• Able to analyse data and produce relevant documentation.
• Able to remain calm and helpful in an unpredictable environment.
• Experience of resolving issues proactively
• Able to demonstrate first rate customer service skills
• Ability to create, produce and use reports in a variety of Microsoft Office IT systems.

Thank you for expressing interest in this role. For further employer guidance, please review the attached supplementary applicant information.

Applications for this role should be written by the applicant. If artificial intelligence (AI) programmes are used, then the application may be rejected due to this document being an important part of the assessment process. This does not prevent applicants seeking appropriate support with applications should they need to for the purposes of any declared disability.

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, subject to eligibility of the role for a skilled worker visa and salary requirements. Not all roles in the Trust are eligible for sponsorship.

Eligibility for this role requires:

• Current right to work in the UK, subject to verification.
• Qualification of the eligibility sponsorship criteria

Current employees should be aware that this position is advertised as a Great Western Hospitals position and appointment ends any TUPE protection.

Candidates are responsible for covering the cost of their own DBS check if required: £21.50 for a Standard DBS check, recoverable from the first pay, or £49.50 for an Enhanced DBS check, divided recoverable over the initial two pay periods. Payment for DBS checks for bank posts must be settled prior to commencement. Apprentices are exempt from DBS payment.

We are committed to supporting our staff in achieving a healthy work-life balance through flexible work arrangements. Upon joining the Trust, you have the right to request flexible working, with an unlimited number of requests allowed.

Upon acceptance of a job offer, your information will be transferred to the national NHS Electronic Staff Records System. All communication regarding your application will be conducted via email; please ensure to check your junk/spam folders as emails may occasionally be filtered there.