Admissions Officer - Endoscopy

NHS; Leeds; On-site; GBP 24,000 - 27,000; Part time

Job summary

A regional health service provider is seeking an enthusiastic individual for a part-time role within the Endoscopy Department at Torbay Hospital. The position involves managing patient records and scheduling appointments, with a focus on exceptional customer service. Ideal candidates will have experience in similar administrative roles and familiarity with hospital software. The role requires 30 hours of work per week, including weekends, and offers competitive pay within NHS guidelines.

Qualifications

• Proven experience of providing a customer-focused service.
• Ability to prioritize workload effectively.
• Experience with administrative procedures and systems.

Responsibilities

• Manage day case waiting lists and booking outpatient pre-assessment appointments.
• Liaise with consultants on waiting list management.
• Input patient details on hospital systems.

Skills

Customer care experience

Communication skills

Ability to work independently

Education

Good standard of general education

NVQ Level 3 or equivalent in administration

Tools

NHS software (Choose & Book, Infoflex)

Job description

Job Summary

We are looking for an enthusiastic individual to join our admissions team within the Endoscopy Department at Torbay Hospital. The post available is 30 hours per week including weekends on a rota basis.

The ideal candidate will have customer care experience, experience of working with patient records and using hospital systems, such as IHCS, e-referral, Infoflex, CRIS and Microsoft applications. As the Trust is moving towards the EPIC IT system in the coming months, experience in this area would be desirable but not essential.

Duties will include managing day case waiting lists, booking endoscopy lists and booking outpatient pre-assessment appointments, and supervising the day-to-day workload in reception and prep areas. We would expect candidates to have proven relevant experience of working in a similar role.

If you are a good communicator and can work both independently and as part of a team, we would like to hear from you.

For further information, please contact Mark Eggar, Admin Team Leader, 01803 654513, [e-mail], or Chantal Caton, 01803 654513, [e-mail].

Key Responsibilities

• Input details on waiting lists of patients requiring endoscopy procedures on both the PAS and EMS systems.
• Maintain elective, patient deferred and medically deferred waiting lists, including regular validation of all lists.
• Deal appropriately with patients.
• Liaise with consultants on waiting list management to meet government targets.
• Arrange pre-assessment clinic appointments, book on PAS, inform patients, and request hospital medical notes.
• Comply with the requirements of the Data Protection Act.
• Compile, submit on EMS, and distribute endoscopy lists.
• Identify, resolve, and inform others of complex issues, including forward planning to ensure smooth running of the department.
• Be the first point of contact for the day-to-day reception and prep workload.
• Handle reception duties and prep of patient notes.
• Monitor and effectively manage day case waiting lists for the gastro and surgical specialties in accordance with waiting list policies and procedures.
• Book endoscopy lists efficiently and effectively, ensuring maximisation of resources.
• Work in partnership with trust colleagues (clinical and non-clinical) to ensure the delivery of patient-centred services.
• Provide a range of administrative and clerical duties to support the efficient running of the booking office service and optimise the patients’ experience.
• Support face‑to‑face booking, discharge of patients from endoscopy, and request and prepare patient notes for clinics and procedures.

About Us

The Endoscopy Admissions Team values excellent communication and collaboration between our sub‑specialty gastroenterology, surgical teams, nursing, and administration teams. Working seamlessly together towards our objectives is the foundation of our success and fosters excellence both within and outside our team.

• We actively support people’s rights to have their voice heard in decisions about how their needs are met.
• We value everyone’s opinion and experience.
• We show empathy and kindness to every person.
• We strive to provide excellent, innovative services that help people live their lives to the fullest.
• We work in partnership to achieve the best possible outcomes for our communities.
• We aim to provide the highest quality of care by listening to and acting on feedback and using our resources effectively.

Details

Date posted: 19 December 2025

Pay scheme: Agenda for change

Band: Band 3

Salary: £24,937 to £26,598 a year per annum pro rata

Contract: Permanent

Working pattern: Part‑time 30 hours per week, including weekends on a rota basis

Reference number: 388‑7536869‑PC&S‑A

Job locations: Endoscopy Unit, Hetherington Unit, Torbay Hospital, TQ2 7AA

Person Specification

Essential qualifications, knowledge & experience

• Good standard of general education, including GCSE in Maths and English (grade C or 5 or above) or equivalent such as Functional Skills at level 1 or 2.
• Qualification or experience and knowledge in secretarial/administrative processes and procedures to NVQ Level 3 or equivalent.
• Ability to work on one’s own initiative and prioritise own workload.
• Proven experience of providing a customer‑focused service.
• Experience of administrative procedures and systems.
• Ability to communicate effectively.

Desirable

• NHS experience.
• Knowledge of a range of patient computer software packages (e.g., Choose & Book, Galaxy, Infoflex, EPIC).
• Understanding of Patient Tracking Lists (PTL).
• Experience completing staffing rots.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975, and a Disclosure and Barring Service check will be required.

Employer Details

Employer name: Torbay and South Devon NHS Foundation Trust

Address: Endoscopy Unit, Hetherington Unit, Torbay Hospital, TQ2 7AA

Employer website: https://www.torbayandsouthdevon.nhs.uk