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Royal Surrey NHS Foundation Trust

Admissions & Booking Co-ordinator - Haste

The closing date is 25 September 2025

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Job summary

The post holder will provide inpatient & outpatient bookings, administrative and clerical support to assist the Royal Surrey County Hospital Trust in delivering a quality outpatient appointment and admission service.

The focus of the role is to ensure that the Trust meets its service deliverables and national operational targets specifically across the Cardiology Department within the Division of Access and Medicine. You will be liaising with patients face to face, over the telephone and be the first point of contact at the HASTE / Pacing clinic reception desk.

You will be required to use a variety of IT systems to ensure all clinics and lists are fully utilized, including the booking of patients onto waiting lists for medical procedures, diagnostics and arranging ward based beds for patients when appropriate.

*Please note two part-time roles are available.

Main duties of the job

In the role of Admission & Booking Co-ordinator you will be working autonomously to ensure the smooth day-to-day operation of the Haste Cardiology Service. You will be the first point of contact for patients making and rescheduling appointments according to available clinic and Cath lab capacity.Ensuring full utilisation of all available outpatient clinic slots and escalating to lead Cardiac Physiologists to raise concerns when patients cannot be booked within a timely manner.

The post holder will validate every patient's 18 week RTT pathway when adding them to the waiting list to ensure that procedures are booked in a timely manner.

You will also be required to ensure that test results and clinical letters are processed to referrer appropriately, in preparation for the patient's attendance so that the clinical teams can make informed decisions about the patient's next stage of treatment.

You will liaise with a variety of hospital personnel dealing with enquires from consultants and other clinical staff and you will also be required to speak to GPs and other healthcare professionals external to the Trust.

The post holder will have the ability to manage and priorities their workload whilst being able to work under pressure, and be able to communicate with staff at all levels.

About us

Royal Surrey is a compassionate and collaborative acute and community Trust. Recognising that our 5000 colleagues are our greatest strength, we offer a comprehensive health and wellbeing program along with a commitment to developing and advancing your career. Our diverse and welcoming Royal Surrey family will ensure you that you feel valued from your initial interview through your entire tenure.

We are clinically led and provide joined up care by bridging the gap between hospital and community services alongside regional specialist cancer care. Our main acute hospital site is in Guildford with community hospital sites at Milford, Haslemere and Cranleigh. We provide adult community health services in homes across Guildford and Waverley.

The Care Quality Commission (CQC) have given us an overall rating of Outstanding.

Royal Surrey has a strong reputation and history to build on. We are proud of our achievements and we are investing in our colleagues through our commitment to supporting professional development as well as investing more than £45 million in our physical environment and new equipment in the next few years. There has never been a better time to join us.

Although it isn't the Trusts normal practice, adverts may close early, so you are encouraged to submit an application as soon as possible.

A video about the Royal Surrey - https://www.youtube.com/watch?v=R96pMboIYdo

Details

Date posted

12 September 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£28,860 to £31,671 a year per annum pro rata - includes high cost area supplements (HCAS)

Contract

Permanent

Working pattern

Part-time

Reference number

384-AGB-EMF19049-B4

Job locations

Royal Surrey NHS Foundation Trust

Guildford

GU2 7XX


Job description

Job responsibilities

To rotate between appointments and clerical duties providing cross cover within the department Maintain DMO1 waiting lists, escalating any related issues to Lead Cardiac Physiologist Deal with patients enquiries To register the referral and patient details on Cerner ensuring a high level of data accuracy and amending data that is noticed as in accurate e.g. change of patient contact details or surname. To enter referrals ensuring they are entered onto the correct waiting time group in compliance with national operational referral-to-treatment (RTT) requirements. To book a patient Admission, Outpatient appointments or investigation with patients wither in person or over the phone in line with the clinician requirements and appropriate timelines. Be responsible for cancelling and re-scheduling patients at the request of the lead Cardiac Physiologists. This will involve making decisions for future bookings for the patient you will need to have an understanding of the departments medical priorities in order to plan these appropriately.

Monitor Outpatient clinics / Cath Lab list on a weekly basis to ensure correct utilisation of appointment slots and to liaise with Lead Cardiac Physiologists. Have an up to date and competent understanding of referral-to-treatment (RTT) priorities; this includes waiting times by specialty and policies involving patient choice. Be open to future changes involving the booking of appointments and attend training when necessary.

Please refer to the attached job description for complete details about the role.

Job description

Job responsibilities

To rotate between appointments and clerical duties providing cross cover within the department Maintain DMO1 waiting lists, escalating any related issues to Lead Cardiac Physiologist Deal with patients enquiries To register the referral and patient details on Cerner ensuring a high level of data accuracy and amending data that is noticed as in accurate e.g. change of patient contact details or surname. To enter referrals ensuring they are entered onto the correct waiting time group in compliance with national operational referral-to-treatment (RTT) requirements. To book a patient Admission, Outpatient appointments or investigation with patients wither in person or over the phone in line with the clinician requirements and appropriate timelines. Be responsible for cancelling and re-scheduling patients at the request of the lead Cardiac Physiologists. This will involve making decisions for future bookings for the patient you will need to have an understanding of the departments medical priorities in order to plan these appropriately.

Monitor Outpatient clinics / Cath Lab list on a weekly basis to ensure correct utilisation of appointment slots and to liaise with Lead Cardiac Physiologists. Have an up to date and competent understanding of referral-to-treatment (RTT) priorities; this includes waiting times by specialty and policies involving patient choice. Be open to future changes involving the booking of appointments and attend training when necessary.

Please refer to the attached job description for complete details about the role.

Person Specification

Qualifications

Essential

  • NVQ Level 4 or equivalent level of knowledge and experience
  • GCSE (or equivalent) English Language grade C or above

Knowledge

Essential

  • An ability to effectively implement, and reinforce where necessary, Trust and departmental policies, protocols and procedures
  • Previous experience of dealing with the general-public
  • Experience of working in a busy office environment with clinical teams
  • An ability to provide non-clinical advice and information to others, as required, e.g. colleagues, patients and their families

Desirable

  • Minimum of 1 year administration experience, ideally within a hospital setting
  • Knowledge of Cerner / eRS systems, ICE and other software associated with clinic administration
Person Specification

Qualifications

Essential

  • NVQ Level 4 or equivalent level of knowledge and experience
  • GCSE (or equivalent) English Language grade C or above

Knowledge

Essential

  • An ability to effectively implement, and reinforce where necessary, Trust and departmental policies, protocols and procedures
  • Previous experience of dealing with the general-public
  • Experience of working in a busy office environment with clinical teams
  • An ability to provide non-clinical advice and information to others, as required, e.g. colleagues, patients and their families

Desirable

  • Minimum of 1 year administration experience, ideally within a hospital setting
  • Knowledge of Cerner / eRS systems, ICE and other software associated with clinic administration

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.

Employer details

Employer name

Royal Surrey NHS Foundation Trust

Address

Royal Surrey NHS Foundation Trust

Guildford

GU2 7XX


Employer's website

https://www.royalsurrey.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Royal Surrey NHS Foundation Trust

Address

Royal Surrey NHS Foundation Trust

Guildford

GU2 7XX


Employer's website

https://www.royalsurrey.nhs.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Head of Echo Services

Siva Ratnatheepan

siva.ratnatheepan@nhs.net

01483571122

Details

Date posted

12 September 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£28,860 to £31,671 a year per annum pro rata - includes high cost area supplements (HCAS)

Contract

Permanent

Working pattern

Part-time

Reference number

384-AGB-EMF19049-B4

Job locations

Royal Surrey NHS Foundation Trust

Guildford

GU2 7XX


Supporting documents

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