Booking Clerk, Band 3- Womens and Childrens

Booking Clerk, Band 3 - Women and Children

Closing date: 06 May 2026

To provide adhoc cover for W&C Booking Clerks. To support the team for a range of defined clinical systems across Gloucester Royal and Cheltenham General Hospitals as required. This is not a working from home position.

Main duties of the job

Skills in the following areas would be desirable however full training will be given including other relevant Trust training:

• Ability to work in a team and independently
• Arrange appropriate appointments for women referred to the antenatal clinic by GP letter according to NICE guidelines for Ante Natal Care and categorise each booking into Consultant Led Care or Midwifery Led Care.
• Register all patient referrals on the Trust Software Systems checking for accuracy against patient information received.
• Create new patient file for first pregnancy, and requesting patient files from the Case Note Library for any subsequent pregnancy.
• Ensure the correct filing is in place for the designated consultant/midwife and that they have all relevant paperwork included for appointment, including label print outs.
• Ensure clinics are booked observing booking rules but use judgement to circumvent rules where necessary and appropriate.
• Ensure all clinic capacity is fully utilised.
• Manage the cancellation or amendment to clinics and ensure patients are re appointed observing appropriate timescales.
• Liaise with scanning department to make sure that scans/appointments requested are consecutively arranged in the patients' favour.
• Work closely with the scanning department.
• Essential experience of Trakcare and Badgernet to ensure that tasks can be undertaken according to Trust policy and national standards - knowledge and understanding of the Trust including a basic knowledge of roles in other areas.

About us

We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another. With a team of over 9,000 employees, we are proud to be the largest employer in Gloucestershire and rank among the top 10 largest Trusts in the South West region. By joining our Trust, you will benefit from an excellent package that includes exclusive benefits, flexible working opportunities and the chance to gain valuable experience in one of our innovative hospitals. As well as generous annual leave allowance, access to the excellent NHS pension scheme, competitive bank rates, discounts at local shops and restaurants, access to two on site nurseries, discounted public transport, reward and recognition and a range of health and wellbeing initiatives to support you.

Job responsibilities

• Booking appointments and antenatal reception cover.
• Analyse and deal with routine non clinical problems, following Trust policy and using own initiative to ensure a seamless support service in the clinical area enabling staff to perform in their own roles effectively.
• Receive queries, both in person and on the telephone and manage appropriately.
• Prioritise work, ensuring support for clinical staff is always available for the efficient delivery of patient care.
• Obtain notes, in routine and emergency situations, ensuring clinical staff have access to essential information in a timely fashion.
• Maintain accurate records on paper and IT systems and assist and support midwives with data input into electronic patient records as necessary.
• Responsible for the orderly storage of all notes during the term of each pregnancy.
• Provide the first point of contact for women reporting to the antenatal clinic at the reception desk and dealing with telephone enquiries from patients and health care professionals in order to contribute to the smooth running of the department.
• Communicate effectively with the multidisciplinary team, patients and the general public ensuring visitors are greeted appropriately and given relevant information.
• Ensure all outcomes are entered onto the Trust Patient Management Software on a daily basis.
• On a monthly basis check overdue pregnancies to ensure information regarding outcomes has been recorded and pregnancies are cancelled where necessary.
• Act as a capacity point of contact for the Antenatal Software Systems, setting up and amending all clinics as required, creating and amending system generated letters for appointments.
• Prepare pathology forms for all new referrals ready for initial appointment.
• Communicate effectively with GPs, patients and relatives maintaining confidentiality at all times. This may include negotiating appointments and giving basic advice following the appropriate protocol for patient or relatives who may need access to interpreter.
• Act as a failsafe point of contact for women who do not hear back within 5 working days to make their first booking appointment.
• Receive and make available result forms for midwives and doctors ensuring that health record files are correctly maintained.
• Comply with and have a working knowledge of Trust and Department policies and procedures, for example Health & Safety at Work Act (1974), Manual Handling, Data Protection Acts and Patient Confidentiality at all times.
• Trace all notes in and out, to ensure notes can be obtained from anywhere at any time in case of clinical need, maintaining data protection and confidentiality according to Trust protocol and procedure.
• Provide all general and ad hoc administration and clerical support to the W&C Ward Clerk Manager or Lead Midwife, Antenatal Clinics, to enable efficient and safe delivery of clinical care, as appropriate to the role.

Person Specification Qualifications

• NVQ 2 or equivalent
• GCSE English Grade C or above or Grade 4 or above

Experience

• Has worked in a busy office environment
• Demonstrate good written and verbal communication skills
• Use own initiative and manage time effectively
• Knowledge of Trust Database systems

Knowledge/ Skills

• Ability to be flexible if required
• Calm telephone manner
• Smart and professional appearance

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

Gloucestershire Hospitals NHS Foundation Trust

Address

Gloucestershire Hospitals NHS Foundation Trust

Salary

£25,760 to £27,476 a year (pa pro rata if part time)

Contract

Permanent

Working pattern

Full time

Reference number

318-26-T0298

Job locations

Gloucestershire Hospitals NHS Foundation Trust