Appointment Office Booking Clerk

www.healthjobsuk.com - jobboard; Port Talbot; On-site; GBP 25,000; Full time

Job summary

A health organization in the UK is seeking an enthusiastic Administrative Assistant for a full-time role at their Appointment Office. The successful candidate will manage patient bookings, provide support for appointments, and communicate effectively with staff and patients. Ideal candidates should possess excellent organizational skills and be comfortable working under pressure, with a minimum of 5 GCSEs and NVQ in Administration. Offers a competitive salary and a supportive environment.

Qualifications

• Self-motivated and able to work unsupervised.
• Confident communicator to staff at all levels.
• Good knowledge of administration/clerical procedures.

Responsibilities

• Provide courteous booking service for appointments.
• Manage appointment bookings and clinic maintenance.
• Ensure courteous communication with patients.

Skills

Excellent Telephone Manner

Proven organisational and administrative skills

Ability to work under pressure

Flexible approach to work

Education

Minimum 5 GCSE's at C or above

NVQ in Administration or equivalent

ECDL

Tools

Microsoft Office

Job description

Main area Planned Care Grade Band 2 Contract Permanent Hours Full time - 37.5 hours per week (Monday to Friday 9am to 5pm (one evening shift 12pm to 8pm)) Job ref 130-AC142-0725

Employer Swansea Bay University Health Board Employer type NHS Site Swansea Bay University Health Board Headquarters Town Port Talbot Salary £24,833 per annum Salary period Yearly Closing 12/08/2025 23:59

Band 2

Welcome toSwansea BayUniversity Health Board. We welcome applications from people who share our values: caring for each other, working together and always improving.

Swansea BayUniversity Health Board reserve the right to close this vacancy after 24 hours if a large number of suitable applications are received. Therefore we encourage early applications to ensure consideration for this post.

Prior consideration for this vacancy will be given to staff currently awaiting redeployment and we therefore reserve the right to withdraw this advert at any stage.

Applications may be submitted in Welsh. Applications submitted in Welsh will not be treated less favourably than an application submitted in English.

Job overview

An exciting opportunity has arisen within the Appointments Booking Centre, based in Swansea Bay University Health Board Headquarters. The Appointment Office deals with over 10,000 calls a month from patients relating to queries regarding their appointments and waiting times. The Appointment Office books patient appointments and supports other areas of the Health Board.

The successful candidate will need to be able to provide a patient centred approach to booking, whilst following guidelines. The candidate will need to be enthusiastic and have good administrative qualities.

This is a full-time post, there is a requirement to complete an evening shift. We are unable to consider working from home requests due to the nature of the post.

Main duties of the job

Provide a courteous, professional booking service for new and follow up appointments that complies with procedural guidelines and quality standards.

Administration support in the effective management of appointments bookings, including clinic maintenance.

To ensure that all communication with patients, carers and staff is always undertaken in a courteous and helpful manner.

Liaising with supervisory staff regarding the overall booking of patient appointments.

To ensure that all handover documentation is read and completed accurately in a timely manner.

Liaising with patients to arrange and agree appointments.

According to clinic template rules, booking appointments from waiting lists.

To update spreadsheets with booking and clinic information.

To respond proactively to the non-clinical needs of patients and carers, and to main the high standard and reputation of the Health Board.

To maintain the security of patient identifiable information in your care.

The Appointment Office is located at Swansea Bay University Health Board Headquarters based at Baglan.

Please note there is a requirement to complete an evening shift 12pm to 8pm. Working from home applications cannot be considered due to the nature of the role.

Working for our organisation

We believe staff are our best asset and wewant you to be happy and confident about starting your career here in Swansea Bay University Health Board.

As one of the biggest healthcare groups in the UK we can offer a wealth of professional training and development opportunities in an innovative, forward-thinking organisation.

You might be a nurse ordoctor, maybe you specialise in a health science/therapy or can offer skills in one of our support services - wehave a job for you.

There are also apprenticeships, work placementsand volunteering roles available.

We are an inclusive employer and welcome applications from everyone whatever their sex; religion or belief; race; age; sexual orientation; gender identity or, whether they are pregnant or have recently been on maternity leave, married or are in a civil partnership; or, whether they are disabled.

Our values - Caring For Each Other, Working Together and Always Improving, show thatour commitment to equality is at the heart of everything we do.

If you want excellent career and training opportunities while living on the doorstep of some of Europe's most spectacular scenery, with all the benefits of a thriving and cosmopolitan city - look no further.

Detailed job description and main responsibilities

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click “Apply now” to view in Trac.

The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.

Person specification

Personal Attributes

• Self Motivated/Able to work unsupervised
• Confident – able to communicate to staff of all levels
• Is tactful and shows awareness of sensitive issues

Skills & Abilities

• Excellent Telephone Manner
• Proven organisational and administrative skills, ability to prioritise work loads
• Have a flexible approach to work
• Ability to work under pressure and tight deadlines
• Able to speak Welsh

Experience

• Good knowledge of administration/clerical procedures
• Experience using computer software packages such as Microsoft Office
• Experience of effective team work
• Experience of working in a busy office environment

Qualifications

• Minimum 5 GCSE's at C or above
• NVQ in Administration or equivalent
• ECDL

Values

Swansea Bay University Health Board is committed to supporting its staff and processes to fully embrace the need for bilingualism thereby enhancing service users experience. In our commitment to increase the number of staff able to communicate in Welsh with patients and professionals, we would particularly welcome applications from Welsh speakers.

Equality remains at the centre of the Health Boards policy-making, service delivery and employment practices. We value the diversity of our staff and welcome applications from people from protected groups under the Equality Act 2010, this specifically includes age, gender, sexual orientation, gender identity/reassignment, race, religion, disability, pregnancy and maternity and marriage and civil partnership.

We are a Disability Confident Employer and applications are welcomed from persons with disabilities. A disability will not prejudice your application. If you are unable to submit your application in the requested format because of a disability please contact the Recruitment Team, who will agree a more suitable way for you to apply. All disabled applicants who meet the essential criteria listed in the Person Specification will be invited to interview.

To work in the UK, all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship to obtain either a Health and Care visa or Skilled Worker visa , unless you have permission to work via another route. Non UK / RoI candidates wishing to apply should self-assess the likelihood of obtaining a Certificate of Sponsorship by visiting Work in the UK . If you are eligible for the Health and Care visa, application costs are lower and you do not need to pay the annual Immigration Health Surcharge.

The salary scale above has been agreed as part of the NHS Agenda for Change pay award for 2025/2026 and will be implemented in August 2025 with arrears backdated to 1st April 2025 where applicable.

Employer certification / accreditation badges

Rachel Holmes Appointment Office Support Manager