Central Booking Administrator

This job role is to provide comprehensive and pro-active administrative support; ensuring that all administrative processes and tasks are undertaken efficiently, effectively and to a high standard, contributing to the smooth running of Central Booking.

This role will involve being multiskilled across the services that are supported by Central Booking, ensuring that all services are supported during the operating times of 07:30 to 17:00, Monday to Friday. The scheduled day will be Wednesday.

This role offers you the opportunity to make a difference to the patient's journey, within the many services that this team support.
- Answer inbound calls from patients and clinical members of staff
- Add patient referrals onto SystmOne
- Call patients to book appointments into various clinics
- Offer admin support to various services
- Waiting list management
- Creating and posting letters to those involved in patient care
- Offering a high standard of support to all patients

NCH&C is proud to be the first standalone NHS community trust in the UK to achieve an ‘Outstanding’ rating from the Care Quality Commission (CQC). Our focus is on continually improving the quality of care we offer to local people and on improving access to that care, helping people to move seamlessly from one service to another. Praising NCH&C’s “compassionate, inclusive and effective leadership at all levels”, the CQC observed that our staff are well supported to make positive changes and innovations.
- Good benefits package including a minimum 27 days annual leave, plus Bank Holidays which increases after 5 years and 10 years to a maximum of 33.
- Opportunity to join the NHS pension scheme.
- Wellbeing support (gyms, free eyesight test, cycle to work scheme, staff physio service and wellbeing resources).
- Supportive, positive culture that is well led, with regular supervision.
- Comprehensive in house and external training programmes available.
- Gain experience and learning whilst making a difference and working for one of the world’s biggest brands - the NHS.
- Agile working policy

Main Duties & Responsibilities

To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties (prioritising and generate own workload), which will include:

- Using a range of software programmes including SystmOne and STORM to produce, maintain and distribute documents including reports, spreadsheets, action logs, databases and presentations, which may include regularly dealing with matters of a complex and/or distressing nature.
- Setting up and maintaining comprehensive, confidential records and filing systems, ensuring that all records are kept up-to-date and filing is carried out in a timely manner
- Opening, date-stamping, sorting and distributing incoming mail, relating it to previous correspondence as appropriate and ensuring that outgoing post is sent in a timely manner.
- Researching appropriate websites, downloading and circulating documents, as requested.
- Identify and report areas within working processes and procedures that could improve service delivery.
- Being multiskilled across the services that are supported by Central Booking

1. To handle telephone calls into the service from members of the public and health professionals confidently and appropriately, regularly providing and receiving complex and sensitive information, taking accurate messages and ensuring these are passed on to the relevant person in a timely manner.
2. To communicate with patients and clients at an appropriate level providing clear information and guidance and dealing with patient’s fears and lack of understanding, exercising tact and judgement in dealing with and resolving routine enquiries.
3. To receive and process referrals into the service, which may be urgent. To liaise with health professionals to triage, correctly process referrals and to employ effective waiting list management and appointment booking.
4. To maintain schedules and diaries, organise and service meetings and clinics, which may involve travel to and from other venues. This will include resolving appointment conflicts, ensuring notes are ready for clinics, issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes of meetings.
5. To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning/authorising and receipting goods and services on the NHS procurement system, PowerGate and carrying out research into goods and services as directed.
6. Inputting onto various databases and systems, e.g. SystmOne, STORM and designated spreadsheets, within the required timescales and deadlines.
7. To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager