Admissions Officer

University Hospitals Coventry and Warwickshire (UHCW) NHS Trust; Plymouth; On-site; GBP 24,000 - 27,000; Full time

Job summary

A reputable NHS Trust in Plymouth is seeking a Full-Time Admissions Officer. The role involves managing patient admissions, handling waiting lists, and coordinating with clinical teams. Candidates should have NVQ Level 3 or equivalent experience and strong communication skills. This permanent position offers a salary between £24,937 and £26,598 per annum. Candidates will need to handle a demanding workload while adhering to Trust policies.

Qualifications

• Demonstrable experience to NVQ Level 3 or equivalent.
• Strong keyboard skills required.
• Must have ability to communicate effectively.

Responsibilities

• Provide a comprehensive inpatient admissions service.
• Manage patient additions to surgical & follow-up waiting lists.
• Book patients for admission according to Trust policies.

Skills

Proven knowledge of waiting list admissions procedures

Keyboard skills

Ability to communicate at all levels

Excellent telephone manner

Education

NVQ Level 3 or equivalent relevant demonstrable experience

Tools

Patient Management Systems

Job description

Job Summary

An exciting opportunity has arisen within the Plastic Surgery Directorate for a Full Time, Permanent Band 3 Admissions Officer working 37.5 hours a week Monday to Friday. The successful candidate will join the Administration team based in Derriford Hospital.

We are looking for an enthusiastic, capable and motivated individual to join our team. The post-holder will work closely with clinical and administrative colleagues to ensure tasks are completed to a high standard, facilitating the smooth running of the service.

The successful candidate will be responsible for providing a comprehensive inpatient admissions service to the Plastic Surgery Department, managing the addition of patients to surgical & follow‑up waiting lists and booking patients for admission in accordance with Trust policies and procedures. The role is demanding and requires flexibility, the ability to work under pressure, excellent communication and IT skills, and a "can do" attitude.

For further information please contact Carrie Stenson, Clinical Admin Manager via 01752 439278.

Main Duties and Responsibilities

• Place patients onto the waiting list by transcribing from notes/booking forms using accurate coding for use with the IPM and Bluspier.
• Manage the PTL by selecting patients for admission based on clinical priority and agreed protocols.
• Arrange patient admissions in accordance with clinical priority determined by the medical teams and chronological waiting list time.
• Ensure relevant investigations or pre‑assessment appointments are booked, and organise transport when necessary.
• Inform all wards of cancellations and re‑book theatre lists, including locating all notes.
• Book patients onto a theatre session via Bluspier, finalise the theatre list on the system and inform consultants of the patients booked.
• Print and distribute theatre lists to all appropriate staff on a weekly basis.
• Admit patients who have been seen at peripheral sites, liaising with administrative teams there to ensure all patients are treated within the clinical times set by consultants.
• Liaise with theatres, other consultants and departments to facilitate patient admissions.
• Book and prepare pre‑admission clinics with patient notes.
• Ensure patient case notes are requested and available for admission.
• Re‑organise lists to accommodate short‑notice or urgent patients.
• Negotiate with surgeons and theatre teams.
• Assess and analyse capacity requirements to meet PTL targets and theatre availability.
• Take appropriate action when theatre capacity proves insufficient to accommodate the number of patients who need to be treated.
• Handle telephone calls from patients, GPs and other agencies using initiative within Trust guidelines.
• Prioritise own workload and work independently.
• Sort and deal with all correspondence, keeping a satisfactory record and filing system.
• Ensure effective communication with all members of the multidisciplinary team.
• Co‑ordinate speciality waiting lists within the Trust's Waiting List Policy framework.
• Cover for other colleagues during annual leave, sickness or peak workloads.
• Action re‑admissions in a timely manner and in accordance with Trust policies.
• Follow Trust procedures for requesting patient notes and x‑rays; ensure all notes are traced in and out of the office and taken to the appropriate ward/pre‑assessment clinic.
• Exposure to distressing/emotional circumstances (e.g., dealing with distressed, anxious or angry patients and relatives in person or by telephone).
• Work at a VDU screen for at least 75% of the working day.
• Sit in a restricted position for long periods in overcrowded conditions.
• Handle heavy sacks of case notes.

Details

Band: Band 3

Salary: £24,937 to £26,598 a year Per Annum

Contract: Permanent

Working pattern: Full‑time (37.5 hours a week Monday to Friday)

Job locations: Plastic Surgery, Derriford Hospital, Derriford Road, Plymouth, PL6 8DH

Reference number: 216‑CB‑S7640175

Date posted: 01 December 2025

Person Specification

Essential

• Proven knowledge of waiting list admissions procedures acquired through demonstrable experience to NVQ Level 3 or equivalent.
• Keyboard skills.
• NVQ Level 3 or equivalent relevant demonstrable experience.
• Ability to communicate at all levels.
• Excellent telephone manner.

Desirable

• Demonstrable experience using Patient Management Systems.
• ECDL.

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 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.

Employer Details

Employer name: University Hospitals Plymouth NHS Trust

Address: Plastic Surgery, Derriford Hospital, Derriford Road, Plymouth, PL6 8DH

Employer's website: https://www.plymouthhospitals.nhs.uk/