Admissions Officer - Kent & Medway ICS

Maidstone and Tunbridge Wells NHS Trust; Tunbridge Wells; On-site; GBP 24,000 - 27,000; Full time

Job summary

A regional health trust in Tunbridge Wells is seeking an administrative professional responsible for managing patient admissions, liaising with surgical wards, and ensuring accurate informatics related to patient procedures. This role needs strong negotiation and IT skills, knowledge of systems like PAS and Sunrise, and a commitment to high standards of service delivery. The position offers a salary range of £24,937 to £26,598 per annum and includes a comprehensive benefits package, promoting flexible working arrangements.

Benefits

At least 27 days of annual leave plus public/bank holidays

Membership in the NHS Pension Scheme

Blue Light card eligibility

Qualifications

• Professional standard working with the general public.
• Known conflict resolution principles.
• Hospital setting experience.

Responsibilities

• Admit, discharge, transfer patients on PAS as necessary.
• Prepare theatre lists from Theatreman for daily bed mapping meeting.
• Deal with incoming enquiries from patients and other departments.

Skills

Negotiation

IT

Awareness of Excel

PAS

Sunrise

Theatreman

Education

GCSEs, NVQ Level 3, ECDL or equivalent experience

Tools

Microsoft Office applications

Job description

Please note this role is currently only being advertised to staff members who are currently working within the Kent and Medway ICs.

Admit, discharge, transfer patients on PAS as necessary

Complete VTE on PAS once patient has seen anaesthetics team

Teletracking for patients on the day once they have arrived

Check upcoming theatre lists on Theatreman (we usually work a week ahead):

Confirm current location of notes and request as necessary

Ensure patient has had the relevant pre‑assessment and results are available on Sunrise

Prepare notes for following day with up-to-date labels and relevant allergy wrist band

Using our department specific spreadsheet, ensure all relevant information is noted for the patients including mobility issues, relevant medical information, any patient contact, details of note requests etc.

Create a new spreadsheet as we work ahead, to include all relevant information from Theatreman

Ensure that our working spreadsheets tally up with the 'Admissions Report' available through PAS

Deal with any last-minute changes, add-ons or emergencies that may occur

We run two pre‑assessment obs & swabs clinic per week . We must ensure that our clinic lists are up-to-date and that we have either sourced the notes from wherever they may be, or created enotes/temporary sets where this is not possible

Main duties of the job

Prepare theatre lists from Theatreman in advance of the daily bed mapping meeting at 2pm

Email a copy of these theatre lists to the Care Coordination Team once each patient has been allocated an onward ward

Collate information regarding TCI time, nil by mouth instructions etc and update the spreadsheet. Print copies of these reports for the nurses and for the office, along with enough copies of the theatre lists to hand out to the clinical teams when they arrive in the department the following day

Liaise with surgical wards (Short Stay and Cornwallis) in regards to direct admissions

Make and/or receive calls to/from patients who are attending the following day. Ensure that all necessary information is passed on to the patient, such as time to arrive, where to attend, items to bring in and nil by mouth instructions. Refer any queries relating to medication to the nursing team

Deal with any incoming enquiries either from patients, other departments or outside enquiries such as the police, other NHS Trusts, care homes etc.

Visit the health records department twice per day to collect any incoming health records that have been sent to us

Respond to requests for notes that come in from other departments, health records etc.

About us

Maidstone & Tunbridge Wells NHS Trust ranks among the top 10 NHS Trusts nationwide and was named the second‑best Trust to work for in the South East in the 2023 and 2024 NHS Staff Survey.

We are a large acute hospital trust in south‑east England, providing general hospital services and specialist care to around 600,000 residents in West Kent and East Sussex. With a dedicated and diverse team of over 8,000 staff we are proud to offer specialised cancer services to over two million people through the Kent Oncology Centre.

Fordcombe Hospital, near Tunbridge Wells, became part of the Trust in October 2024. Specialising in planned care, it offers two operating theatres, 28 inpatient and day‑care beds, diagnostic services (X‑ray, MRI, CT, and endoscopy), and consultation/treatment rooms.

Looking for flexible working?We are a flexible working‑friendly organisation. Whether it's adjusting your hours or exploring other flexible arrangements, we want to work with you to find the best solution for you, our patients, and the Trust. Talk to us about how we can accommodate your working needs.

Click here to hear what our staff say.

Joining us includes a comprehensive benefits package:

• At least 27 days of annual leave plus public/bank holidays (pro‑rata for part‑time staff).
• Membership in the NHS Pension Scheme, with a 20.6% employer contribution and life assurance benefits.
• Blue Light card eligibility.
• And more – additional benefits can be found in the benefits documents below.

Job responsibilities

Weve provided all the details you need about this role in the job description and person specification. Please take a moment to review the criteria in the person specification and share specific examples in your application that demonstrate how you meet these requirements. Please also check your application for errors/omissions prior to submission.

Please note that appointment to this post will be subject to a satisfactory Disclosure and Barring Service Check at Standard Level.

All successful applicants will be required to complete our corporate trust induction once a start date had been agreed.

Person Specification

Qualifications

• GCSEs, NVQ Level 3, ECDL or equivalent experience
• Professional standard working with the general public
• Known conflict resolution principles.

Skills

• Negotiation
• IT
• Awareness of Excel
• Pas
• Sunrise
• Theatreman

Experience and Knowledge

• Knowledge of Microsoft Office applications
• General office skills
• Hospital setting experience

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.

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