Admissions Officer - Kent & Medway ICS | Maidstone and Tunbridge Wells NHS Trust

Maidstone and Tunbridge Wells NHS Trust; Pembury; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading NHS Trust in Kent seeks dedicated staff for patient admissions, ensuring timely and efficient management of theatre lists. Your role will include admitting patients, managing theatre preparations, and handling last-minute changes or emergencies. A supportive and flexible working environment is emphasized, promoting work-life balance. Competitive benefits include at least 27 days of leave and membership in the NHS Pension Scheme.

Benefits

At least 27 days of annual leave

NHS Pension Scheme with employer contribution

Blue Light card eligibility

Flexible working arrangements

Responsibilities

• Admit, discharge, transfer patients on PAS as necessary.
• Complete VTE on PAS once patient has seen anaesthetics team.
• Teletrack patients on the day once they have arrived.
• Check upcoming theatre lists on Theatreman.
• Ensure patient has had the relevant pre-assessment and results are available on Sunrise.
• Prepare notes for the following day with up-to-date labels.
• Ensure all relevant patient information is noted.
• Create new spreadsheet for upcoming patients.
• Deal with last-minute changes or emergencies.
• Run two pre-assessment clinics per week.
• Prepare theatre lists in advance of meetings.
• Email copies of theatre lists to Care Coordination Team.
• Collate information on TCI time and nil by mouth instructions.
• Liaise with surgical wards regarding direct admissions.
• Make calls to/from patients attending the next day.
• Deal with incoming enquiries from various sources.
• Visit health records to collect incoming records.
• Respond to requests for notes from other departments.

Job description

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

Responsibilities

• Admit, discharge, transfer patients on PAS as necessary.
• Complete VTE on PAS once patient has seen anaesthetics team.
• Teletrack 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 the following day with up‑to‑date labels and relevant allergy wrist band.
• Using departmental spreadsheet, ensure all relevant information is noted for patients including mobility issues, relevant medical information, any patient contact, details of note requests etc.
• Create new spreadsheet as we work ahead, to include all relevant information from Theatreman and ensure spreadsheets tally with the ‘Admissions Report’ available through PAS.
• Deal with any last‑minute changes, add‑ons or emergencies that may occur.
• Run two pre‑assessment obs & swabs clinics per week. Ensure clinic lists are up‑to‑date, source notes or create e‑notes/temporary sets when not possible.
• Prepare theatre lists from Theatreman in advance of the daily bed‑mapping meeting at 2pm.
• Email a copy of 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., update spreadsheet, print copies for nurses and office, and provide enough copies of theatre lists to clinical teams when they arrive the following day.
• Liaise with surgical wards (Short Stay and Cornwallis) regarding direct admissions.
• Make and/or receive calls to/from patients attending the following day; ensure necessary information is passed on such as time to arrive, where to attend, items to bring, nil by mouth instructions; refer medication queries to the nursing team.
• Deal with any incoming enquiries from patients, other departments or outside enquiries (police, other NHS Trusts, care homes etc.).
• Visit the health records department twice per day to collect incoming records sent to us.
• Respond to requests for notes that come in from other departments or health records services.

About the Trust

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.

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.

Benefits

• 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.

Application

We’ve 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 has been agreed.

This advert closes on Friday 2 Jan 2026.