Outpatients Booking Clerk

NTH; Tees Valley; On-site; GBP 23,000 - 28,000; Full time

Job summary

University Hospitals Tees currently seeks two Booking Clerks for Outpatient Central Booking to support a high-volume department. You will help manage outpatient appointments for internal and external users, ensuring accuracy, confidentiality and timely service.

The roles operate between 8:30am and 5:00pm with 37.5 hours per week for the full-time post and 22.5 hours for the part-time post. These are fixed-term contracts of 6 months.

Qualifications

• GCSE at grade C (4) or above in Mathematics & English Language or equivalent.
• NVQ at level 2 in Business Administration (or equivalent)
• IT qualification (ITQ at level 3 or equivalent)
• NVQ at level 3 in Business Administration (or equivalent)
• Experience of clerical work involving computerised systems
• Experience with Windows-based computer systems and MS Word/Outlook
• Experience in a healthcare environment is advantageous
• Experience in a multi-disciplinary team
• Knowledge of medical terminology
• Knowledge of appointment systems such as Trakcare, Choose and Book, SystmOne

Responsibilities

• Book outpatient appointments and manage allocated clinic bookings per the agreed schedule.
• Insert outpatient appointments while considering clinical priorities and ensuring patient flow.
• Ensure all outpatient activity is entered onto the systems with accurate data per Data Protection Act.
• Liaise with the booking team, medical/nursing staff, other departments and internal service users across the trust.
• Liaise with patients, GPs and other hospitals in a professional manner.
• Treat colleagues with respect and work collaboratively as part of a team.
• Adhere to confidentiality and Caldicott Principles when handling patient files.
• Develop understanding of waiting list targets and assist with enquiries on booking processes.

Skills

Clerical experience

MS Word & Outlook

Healthcare environment

Team working

Medical terminology

Appointment systems knowledge

Education

GCSE Maths & English

NVQ level 2 in Business Admin

ITQ level 3

NVQ level 3 in Business Admin

Job description

Find out about the current vacancies available at the Trust and take the next step in your career with us.

Main area Corporate Services Grade NHS AFC Band 2 Contract Fixed term: 6 months (due to funding) Hours

• Full time
• Part time

37.5 hours per week (2 posts available 1 full time 37.5 hours & 1 part time 22.5 hours) Job ref 345-COR8338682

Site North Tees and Hartlepool Hospital Town Stockton-on-Tees Salary £25,272 Pro rata per annum Salary period Yearly Closing 08/11/2026 23:59

Job overview

*Advert may close early if sufficient volume of applications is reached*

We are seeking to recruit highly motivated and enthusiastic Booking Clerks within Outpatient Central Bookings. You will be a member of a team in an extremely busy department providing a high quality service to internal and external users.

The post holder will be responsible for assisting in the provision of an efficient and effective outpatient appointment booking service. The outpatient department operates between the hours of 8.30am and 5.00pm.

Main duties of the job

You will be required to provide an efficient, accurate and timely service to assist in patient care whilst adhering to strict deadlines. The post holder will be required to learn a range of tasks and will need to adapt to a changing environment.

The outpatient department processes in excess of 800 appointments per day, both face to face and via the telephone. Due to the complexity and variety of clinics that are operating every day, the booking process is a complicated procedure utilising a confidential patient database and an automated telephone system based in the call centre and the post holder will be required to have a complete knowledge of all clinics held within the trust.

Working for our organisation

South Tees Hospitals NHS Foundation Trust and North Tees and Hartlepool NHS Foundation Trust have come together to form University Hospitals Tees. As a result, post holders may be required to work across sites within both organisations.

Across University Hospitals Tees, our ambition is to be the best place to work, ensuring we have the right staff in the right roles at the right time to deliver outstanding patient care and experience.

We are committed to supporting our staff through an inclusive and supportive working environment, offering health and wellbeing initiatives, staff benefits, and opportunities for personal and professional development.

We support the 'Making Every Contact Count' approach to behaviour change in the promotion of health and wellbeing of individuals and communities.

Detailed job description and main responsibilities

Book outpatient appointments and manage allocated clinic bookings as requested within the agreed booking schedule, following all trust policies, procedures and processes, using appropriate technologies, e.g. Patient Administration System and automated telephone booking system.

Responsibility for making decisions with regard to inserting outpatient appointments, making sure that the clinics are run as efficiently as possible, whilst taking into account clinical priorities and ensuring that patients are seen in order of appointment.

Ensure that all outpatient activity is entered onto the outpatient systems and that any data recorded is accurate and relevant in accordance with the Data Protection Act 1998.

The post holder will be expected to communicate and work effectively with all members of the booking team, liaising with medical and nursing staff, other departments and internal service users across the trust.

The post holder will be expected to liaise with external service users such as patients, GP’s and other hospitals adopting a professional manner at all times.

The post-holder must treat colleagues in a manner that conveys respect for the abilities of each other and a willingness to work as a team.

Ensure that all trust policies, procedures and guidelines relating to confidentiality and Caldicott Principles are strictly adhered to when handling patient files or discussing patient needs etc.

Develop and maintain a broad understanding of national, regional and local waiting list targets and take appropriate action to assist in the timely resolution of a significant number of enquiries regarding the partial and full booking processes.

Person specification

Qualifications

• GCSE at grade C (4) or above in Mathematics & English Language or equivalent
• NVQ at level 2 in Business Administration (or equivalent)
• IT qualification (ITQ at level 3 or equivalent)
• NVQ at level 3 in Business Administration (or equivalent)

Experience

• Experience of clerical work involving computerised systems
• A good working knowledge of windows based computer systems and be capable of using most Microsoft Office applications, particularly MS Word and Outlook.
• Experience of a healthcare environment, Outpatient Bookings would be an advantage.
• Experience of working within a multi-disciplinary team
• Knowledge of medical terminology
• Knowledge of appointment systems such as Trakcare, Choose and Book , SystmOne

Important - Once sufficient applications have been received this vacancy may close early.

Disclosure and Barring Checks (DBS)

It is the policy of North Tees and Hartlepool NHS Foundation Trust, that all successful candidates who are new to the Trust who require DBS clearance for the post they have been offered, are required to pay the cost for their DBS certificate. The method of payment for this is via salary deduction from your first month's pay on commencement with the Trust. The DBs check will be undertaken during the pre-employment check screening.

Qualifications
Please note the essential qualifications required for the post are outlined within the Person Specification. You are required to provide original evidence of the necessary qualifications for the post at interview should you be shortlisted. You will also be required to provide original copies as part of the pre-employment check screening.

New Starters – Probationary Period

For any new employees commencing employment with North Tees and Hartlepool NHS Foundation Trust, you will be subject to satisfactory completion of a 6 month probationary period. Please note that internal applications and individuals that are appointed to fixed term appointments of less than 6 months duration are exempt from the probationary period (unless you are an internal applicant currently part way through a probationary period or a bank member of staff).

Employment References

As part of our pre-employment screening process, all applicants are required to provide references covering their last three years employment history including any gaps. Applicants are requested to ensure e‑mail addresses for all referees are included on their application form. Personal references are not acceptable.

Working Hours

If the hours advertised for the post are up to full time (37.5 hours per week), applications are still welcomed from individuals who may be seeking to work less than full-time hours and all requests will be considered in line with the post being appointed to for the successful applicant.

Equality, Diversity and Inclusion

Everything we do is shaped by our values: Respect, Support, and Collaborate.

At University Hospitals Tees we want our workspaces to be places where everyone feels welcome, valued and safe. We treat people with respect, and we celebrate the differences that make each of us unique.

We welcome applications from everyone, no matter your age, background, race, religion, disability, sex, sexual orientation, gender identity, family circumstances or beliefs.

We are here to support you throughout your application and at every stage of your career with us. We believe we work best when we collaborate, learn from each other and build teams that reflect the communities we serve.

Disability

We are a Disability Confident Lead employer. This means we give fair and full consideration to applicants and will offer reasonable adjustments during the recruitment process. If you need help with your application, or need the information in a different format, please contact our recruitment team and we will support you.

Right to Work in the UK

The Trust welcomes applications from all candidates who meet the criteria for the role. Please note that from January 2021, to work in the UK all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship unless they have permission to work via another route. Non UK/RoI candidates wishing to apply can self-assess the likelihood of obtaining a Certificate of Sponsorship here: Work in the UK - GOV.UK ( www.gov.uk )

Please provide full and accurate details of your current immigration status on the application form. Your current immigration status will not be considered as part of the shortlisting or interview process.

Please note that not everyone needs a ‘Skilled Worker’ visa. If you are applying for health or social care, you may be eligible to apply for the Health and Care Worker visa instead.

As a supporter of the Armed Forces and an employer of Reservists, North Tees and Hartlepool NHS Foundation Trust are proud to be a signatory of the Armed Forces Covenant, which is a promise by the nation to ensure that those who serve or who have served in the UK Armed Forces (and their families) are treated fairly.

We recognise that reservists and veterans bring a variety of transferable skills and qualities to our workplace, developed through their military careers. Our commitment to supporting the Armed Forces Community has been recognised through the Armed Forces Covenant as a Silver Employer.

Further Important Information

Please check your email on a regular basis for updates on your application. If you are shortlisted for interview, you will be invited to email via this method.

Please ensure you read the ‘Guidance Notes for Applicants’ document attached to this advert before completing and submitting your application.

Unfortunately, we are unable to respond to all applicants and those who are not contacted within six weeks of the closing date should assume that their application has been unsuccessful.

Employer certification / accreditation badges

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) (England and Wales) 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.