Admissions Booking Clerk

Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust
Admissions Booking Clerk
Closing date: 19 April 2026

Job Responsibilities

• Book appointments for patients attending outpatient clinics, pre operative assessment and admission for elective surgery in accordance with booking rules.
• Display a professional attitude at all times when dealing with the general public and colleagues, using effective communication skills to influence outcomes where possible.
• Receive patients attending for elective admission or pre operative assessment, ensuring all patient demographic details are updated both on PAS and in the casenotes.
• Assist clinical staff with any queries concerning administrative processes.
• Support and assist team members across sites where there are staff shortages, working as part of one multidisciplinary team.
• Deal with enquiries from patients, GPs and other disciplines of staff regarding bookings.
• Liaise with consultant staff and medical secretaries regarding arranging urgent admissions and/or outpatient appointments.
• Process referrals to consultants for assessment of priority in a timely manner and, once the relevant appointment is booked and negotiated with the patient, ensure all associated documentation is tracked and processed accordingly.
• Liaise with clinical staff to ensure the delivery of a seamless service for patients attending either as an outpatient or inpatient.
• Promote and develop good communication links with all disciplines of staff involved in the booking process, both internal and external to the Trust.
• Locate and prepare casenotes for patients attending for elective admission and pre operative assessment and be responsible for recording on PAS all patient outcomes within agreed deadlines where appropriate.
• Apply Trust and National policies and procedures to achieve internal and external targets and deadlines.
• Be responsible for the quality and accuracy of all data input of both written and electronic information.
• Resolve queries and redirect enquiries by utilising knowledge and implementation of the booking methodology and waiting time targets.
• Undertake general clerical tasks as appropriate (e.g., filing, photocopying).
• Report any incidents/accidents to the supervisor and participate in investigations by completing necessary documentation and follow up processes.
• Produce and send all patient correspondence and information relating to booking in accordance with procedures and data quality standards in a timely and accurate manner.
• Deal with cancellation of clinics/theatre sessions and rebooking of patients in accordance with instructions and guidelines.
• Maintain the accuracy of IP/OP Waiting Lists by ongoing validation ensuring compliance with access times and targets.
• Demonstrate effective communication using the spoken and written word to influence outcomes.
• Demonstrate awareness and sensitivity of patients with hearing difficulties and where patients language is not English.
• Receive and process all messages in accordance with instructions.
• Utilise the Trust's IT resources appropriately in line with the policies and procedures.
• Maintain accurate, timely and legible written and electronic records.

Additional

• Must be able to work flexibly and cover annual leave or sickness where appropriate.
• Speak English to an appropriate standard, with confidence and accuracy, using correct sentence structures and vocabulary without hesitation.

Knowledge

• Knowledge of general office systems and protocols in a customer related environment.
• Ability to follow guidelines and procedures.
• Knowledge of IT systems and packages within the workplace.
• Good understanding of customer care practices and procedures.
• Awareness of the Data Protection Act.

Skills

• Demonstrate keyboard skills with attention to accuracy.
• Demonstrate a good telephone manner.
• Work well as part of a team but also able to work on own initiative.
• Excellent communication skills with all disciplines of staff.
• Good organisational skills.
• Work efficiently to targets and deadlines and prioritise workloads.
• Learn quickly and adapt to change in circumstances.
• Deliver high level of customer service using electronic, telephone and other channels of communication.

Experience

• Experience of working in a busy, pressurised customer focused environment dealing with frequent interruptions.
• Recent work experience with an administration/office setting.
• Recent experience of using IT systems in the workplace.
• Recent work experience within a healthcare administration setting.

Qualifications

• Educated to GCSE (or equivalent level/experience).
• Hold NVQ 2 clerical qualification or equivalent.
• ECDL or equivalent IT qualification.

Disclosure and Barring Service Check

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.

Employer name

Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust