Imaging Booking Administrator (BANK)

Oxleas NHS Foundation Trust; Bedford; On-site; GBP 22,000 - 27,000; Full time

Job summary

An NHS Trust in the UK is seeking an administrative professional for the Radiology department, focusing on patient management and support. Candidates should ideally possess a GCSE qualification and relevant administrative experience, preferably within the NHS. Key responsibilities include greeting patients, updating records, scheduling appointments, and ensuring smooth service delivery amidst sensitive information. Enthusiasm, empathy, and strong communication skills are essential for dealing with patients in various scenarios. This role offers development opportunities and contributes to essential healthcare services.

Qualifications

• GCSE or equivalent including English & Maths minimum C grade or above.
• Experience of working within Administrative role.
• Experience of working as a part of a team and on own initiative.
• Experience of dealing with highly sensitive and complex information.
• NHS experience.
• Knowledge and use of Microsoft software including Office, Word, Excel and PowerPoint.
• Understanding of data protection, confidentiality and record keeping requirements with the NHS.
• Excellent verbal and written communication skills.
• Excellent organisational skills with the ability to work to tight deadlines.
• Enthusiastic and self-aware.
• Ability to remain calm under pressure.

Responsibilities

• Welcome patients and handle queries sensitively.
• Check referral information and personal details.
• Monitor patient waiting times proactively.
• Schedule patient appointments and arrange associated requirements.
• Maintain systems for managing patient records and appointments.

Job description

Job overview

Previous Applicants Need Not Apply

Welcome and receive patients attending the X‑ray department, working on rotation across main reception, ultrasound, Cauldwell, and CDC (North Wing) areas within Radiology.

Operate Radiology information systems (CRIS / PIMS) accurately and efficiently.

Liaise with medical, technical, and support staff to ensure the smooth delivery of the imaging service.

Please refer to the full Job Description for further details.

Main duties of the job

Welcome patients on arrival at reception, providing clear directions to the appropriate waiting area. Handle patient queries sensitively and discreetly, both in person and by telephone. Use specialist knowledge of imaging modalities to advise patients on preparation, including whether they need to change, and offer assistance as required. Employ flexible communication skills to overcome barriers to understanding, referring to professional staff when necessary. Occasionally manage situations involving distressed, unwell, or aggressive patients and their relatives with professionalism and empathy.

Check referral information and personal details with patients on arrival, entering new data or updating existing records on the Radiology information system (CRIS / PIMS), ensuring accuracy and avoiding duplication. Assess baseline requirements on imaging requests, confirming correct patient and clinical information and appropriateness of the request. Use initiative, guided by departmental protocols, to evaluate non‑routine requests and provide basic clinical guidance where necessary.

Monitor patient waiting times proactively, ensuring appointment sessions are fully utilised to prevent breaches of waiting list targets. Identify potential issues early and escalate with possible solutions to the manager to maintain smooth service delivery.

Working for our organisation

Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.

We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.

Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job.

Detailed job description and main responsibilities

Schedule patient appointments on CRIS (Radiology computer system), taking into account medical conditions such as diabetes and upcoming clinic commitments. Arrange associated requirements including patient admission for imaging procedures, booking transport, and securing translators. For certain examinations, check menstrual cycle dates and provide straightforward clinical information to patients where appropriate.

Maintain continuous use of Imaging Department systems (ICE and IPM) to register patients, track files, manage appointments, and update records for those who do not attend. Undertake routine housekeeping tasks, including backups of the CRIS system. Use the CMIS Maternity system to verify patient details as required.

Qualifications

Qualifications

Essential criteria

• GCSE or equivalent including English & Maths minimum C grade or above

Experience

Experience

Essential criteria

• Experience of working within Administrative role.
• Experience of working as a part of a team and on own initiative.
• Experience of dealing with highly sensitive and complex information.
• NHS experience.

Desirable criteria

• Radiology Experience

Knowledge

Essential criteria

• Knowledge and use of Microsoft software including Office, Word, Excel and PowerPoint.
• Understanding of data protection, confidentiality and record keeping requirements with the NHS.
• Excellent verbal and written communication skills – ability to deal with people at all levels using tact, diplomacy and understanding.
• Excellent organisational skills with the ability to work to tight deadlines and with interruptions. Excellent decision making skills
• Able to use own judgement and initiative to provide information and support.
• Able to analyse problems and initiate appropriate solutions effectively.

Personal characteristics

Essential criteria

• Enthusiastic and Self-Aware
• Creative and flexible
• Ability to remain calm under pressure

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) Order 2020 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.