Job summary To provide administration, booking outpatient appointments for the Nuclear Medicine department within the Imaging Directorate The key responsibilities of this role are the efficient and effective management of specific departmental and patient administration systems, ensuring strict adherence and compliance to all Trust policies and procedures. Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification. Main duties of the job Entering patients details on both CRIS and iPM systems. Sorting referral cards and letters from GP's, consultants and other medical staff. Booking and rearranging outpatient appointments following departmental workplans and guides. Booking urgent inpatient scans, liaising with the ward and portering team. Dealing with alterations and short notice cancellations of lists and notifying appropriate staff and patients. Liaise with all levels of medical and technical staff to ensure the effective and efficient running of lists. Advise patients and medical staff on special procedures and preparations required to ensure a successful examination. Dispatching appointment letters ensuring all relevant information and leaflets are included. Provide statistical information as required, compiling, and producing waiting list figures at the end of each week: distributing to managers and clerical team. Other duties as appropriate to the post. About us The post holder will be working within a friendly, established team booking Nuclear Medicine inpatient and outpatient appointments, working closely with other admin staff, Consultants and Clinical Technologists. Date posted 31 January 2025 Pay scheme Agenda for change Band Band 2 Salary £23,615 a year Per Annum Contract Permanent Working pattern Full-time Reference number 216-SF-C6938945 Job locations Nuclear Medicine Derriford Hospital, Plymouth PL6 8DH Job description Job responsibilities Entering patients details on both CRIS and iPM systems. Sorting referral cards and letters from GPs, consultants and other medical staff. Booking and rearranging outpatient appointments following departmental workplans and guides. Booking urgent inpatient scans, liaising with the ward and portering team. Dealing with alterations and short notice cancellations of lists and notifying appropriate staff and patients. Liaise with all levels of medical and technical staff to ensure the effective and efficient running of lists. Advise patients and medical staff on special procedures and preparations required to ensure a successful examination. Dispatching appointment letters ensuring all relevant information and leaflets are included. Provide statistical information as required, compiling, and producing waiting list figures at the end of each week: distributing to managers and clerical team. Communication with stakeholders including trainees, clinicians, managers, patients, other colleagues and workers from other agencies. To ensure all clerical duties are carried out to a high standard at times of planned and unplanned leave. Participate in providing assistance in completing daily tasks for other admin staff when required including covering reception during times of leave. Use tact and diplomacy to deal with distressed and emotional patients. Keeping focused and level headed in spite of a busy and demanding environment. Maintaining and updating booking protocol, to reflect any changes in practices and procedures. Other duties as appropriate to the post. Deal with patients complaints. Receive and deal efficiently with confidential telephone enquiries from patients, GPs and hospital staff. Assess the fitness of patients attending for special procedures by obtaining sensitive and personal information, taking appropriate action in accordance with the booking protocol. Ensuring the correct policies and procedures are followed when dealing with cancelled appointments and patients who do not attend their appointments. Dealing with two-week wait referrals according to trust policy. Dispatching partial booking letters and booking patients for their appointments when they ring the department. To be involved in trainee satisfaction surveys, risk assessments and staff questionnaires as required by the departmental management team. Confidentially able to use trust email, voice mail, fax, and photo copier facilities. To ensure a firm understanding is obtained of the trust waiting list Job description Job responsibilities Entering patients details on both CRIS and iPM systems. Sorting referral cards and letters from GPs, consultants and other medical staff. Booking and rearranging outpatient appointments following departmental workplans and guides. Booking urgent inpatient scans, liaising with the ward and portering team. Dealing with alterations and short notice cancellations of lists and notifying appropriate staff and patients. Liaise with all levels of medical and technical staff to ensure the effective and efficient running of lists. Advise patients and medical staff on special procedures and preparations required to ensure a successful examination. Dispatching appointment letters ensuring all relevant information and leaflets are included. Provide statistical information as required, compiling, and producing waiting list figures at the end of each week: distributing to managers and clerical team. Communication with stakeholders including trainees, clinicians, managers, patients, other colleagues and workers from other agencies. To ensure all clerical duties are carried out to a high standard at times of planned and unplanned leave. Participate in providing assistance in completing daily tasks for other admin staff when required including covering reception during times of leave. Use tact and diplomacy to deal with distressed and emotional patients. Keeping focused and level headed in spite of a busy and demanding environment. Maintaining and updating booking protocol, to reflect any changes in practices and procedures. Other duties as appropriate to the post. Deal with patients complaints. Receive and deal efficiently with confidential telephone enquiries from patients, GPs and hospital staff. Assess the fitness of patients attending for special procedures by obtaining sensitive and personal information, taking appropriate action in accordance with the booking protocol. Ensuring the correct policies and procedures are followed when dealing with cancelled appointments and patients who do not attend their appointments. Dealing with two-week wait referrals according to trust policy. Dispatching partial booking letters and booking patients for their appointments when they ring the department. To be involved in trainee satisfaction surveys, risk assessments and staff questionnaires as required by the departmental management team. Confidentially able to use trust email, voice mail, fax, and photo copier facilities. To ensure a firm understanding is obtained of the trust waiting list Person Specification Knowledge and Experience Essential Previous demonstrable Clerical experience Desirable Previous Demonstrable experience working within a large clinical setting Demonstrable Experience working with the General Public Experience of Patient Management System Qualifications Essential GCSE's 9-4 (A-C) in Maths & English and NVQ level 2 in either business administration or related subject or equivalent demonstrable experience Aptitude & Abilities Essential Good communication skills, written and verbal, with the ability to demonstrate fluency, clarity and effectiveness at all levels. Computer Literate with good Keyboard skills Time management and organisational skills. Ability to work on own initiative, but also as a member of a team. Desirable Understanding the Trust waiting list policy within the work place. Disposition/Attitude/ Motivation Essential Team Member Able to work calmly and methodically in a busy Environment Proactive and takes own initiative Desirable Willingness to learn and develop in a challenging environment Other Factors Essential Demonstrate and understanding of confidentiality. Flexibility to cover colleagues during absences. Person Specification Knowledge and Experience Essential Previous demonstrable Clerical experience Desirable Previous Demonstrable experience working within a large clinical setting Demonstrable Experience working with the General Public Experience of Patient Management System Qualifications Essential GCSE's 9-4 (A-C) in Maths & English and NVQ level 2 in either business administration or related subject or equivalent demonstrable experience Aptitude & Abilities Essential Good communication skills, written and verbal, with the ability to demonstrate fluency, clarity and effectiveness at all levels. Computer Literate with good Keyboard skills Time management and organisational skills. Ability to work on own initiative, but also as a member of a team. Desirable Understanding the Trust waiting list policy within the work place. Disposition/Attitude/ Motivation Essential Team Member Able to work calmly and methodically in a busy Environment Proactive and takes own initiative Desirable Willingness to learn and develop in a challenging environment Other Factors Essential Demonstrate and understanding of confidentiality. Flexibility to cover colleagues during absences. 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. 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. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information 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. 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. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name University Hospitals Plymouth NHS Trust Address Nuclear Medicine Derriford Hospital, Plymouth PL6 8DH Employer's website https://www.plymouthhospitals.nhs.uk/ (Opens in a new tab)