Pre-Assessment Bookings Officer

Spencer Private Hospitals Ltd

The closing date is 12 May 2025

Job summary

We are looking for a strong administrator to join a patient dedicated administration team that delivers outstanding service to both Private and NHS Patients on an 18 month fixed term maternity cover contract.

The Pre-Assessment Administration Team work alongside the Bookings Team to provide a seamless service for patients from referral to treatment across all our hospital sites.

This role will predominately involve communicating with patients and clinical colleagues on a daily basis to book in a patient's Pre-Assessment pre-operative testing. Communications will take shape in a variety of formats such as telephone calls, email and Microsoft Teams so the successful candidate will need to be able to demonstrate the ability to successfully converse to patients and colleagues using all communication platforms.

The department is busy and the Team are always working ahead. If you enjoy working in a varied, busy environment and can demonstrate your multitasking skills, this could be your ideal role for you.

The role is predominately a work from home position however you may be expected to attend any of our hospital sites and our head office on occasion. We request that applicants reside within a reasonable travelling distance ( 1 Hour) of all Spencer sites at Ashford, Canterbury, Deal and Margate.

Mandatory role specific training will be for an expected 2 week period and this will take place at our head office in Deal.

Interview Date: Week commencing 19th May 2025

Main duties of the job

To provide a sympathetic and professional administration service to patients and service users. To book Pre-Assessment appointments in a timely manner to admission dates and maintain accurate electronic patient records and booking systems. Making sure all patients are added to our Pre-Assessment software for completion of their health questionnaire. Making sure all documents are completed prior to their Pre-Assessment date.

About us

Spencer Private Hospitals recognise and value all of their staff and are committed to developing a well-trained and flexible workforce.

Staff wellbeing is a priority for the organisation with some perks of employment being -

Free on-site staff carparking
Staff discount for treatments
Enrolment into a staff pension scheme
Investment in staff training
Annual salary increment
Additional benefits available in line with our NHS colleagues
Local retail discounts

We are also fortunate enough to be based in East Kent, arguably one of the most beautiful parts of the UK, often boasting the best weather due to our close proximity to Western Europe and is aptly know by the missive `the Garden of England. We are a short hop across the channel to France with the added bonus of fast rail connections to Europe, London and surrounding areas. The availability of high-quality schools which support grammar school education as well as academy and private schools are all available within the locality.

Our CQC report has a rating of Good and we are now on an improvement trajectory to Outstanding.

Spencer Private Hospitals is an equal opportunity employer. This position is subject to a Disclosure and Barring check.

Date posted

29 April 2025

Pay scheme

Other

Salary

£25,633.33 to £27,334.64 a year per annum dependent upon experience and qualifications.

Contract

Fixed term

Duration

18 months

Working pattern

Full-time

Reference number

E0005-25-0027

Job locations

Units 2 & 4 Almond House

Betteshanger Country Park

Betteshanger, Deal

Kent

CT14 0EN

Job description

Job responsibilities

Job Description

Job Title: Pre Assessment Bookings Officer

Department: Bookings

Responsible to: Bookings Manager

Accountable to: Head of Commercial and Customer Services

Job Purpose:

To provide a sympathetic and professional administration service to patients and service users. To book Pre-Assessment appointments in a timely manner to admission dates and maintain accurate electronic patient records and booking systems. Making sure all patients are added to our Pre Assessment software for completion of their health questionnaire. Making sure all documents are completed prior to their Pre Assessment date.

Key Relationships

Patients Service Users

Relatives Friends Family

Colleagues

Consultants

NHS Colleagues

Stakeholders

SMT

Key Responsibilities

Financial

To ensure all appointments and bookings are entered onto the electronic system in an accurate and timely manner for billing purposes.

To ensure patients have pre-assessment appointments in a time scale that is financially viable for the company.

Business Development

Provide a quality service for customers and local service users.

Ensure effective communication between Spencer Private Hospitals and Consultants, service users and Trust departments for Choose and Book and private work

Develop in-depth service knowledge and offer information about our services to our patients

Follow up on outside secretarial requests for Pre-Assessment queries, liaising with the Pre-Assessment Sisters when required.

Quality

The booking of patient Pre-Assessment requests in a timely manner, liaising with relevant clinical colleagues where appropriate.

Effectively manage all Pre-Assessment administration tasks from booking appointments and the ordering of the patients NHS notes.

Answer telephone calls, take and communicate accurate messages in a polite and professional manner.

Handle enquiries from existing and prospective patients professionally.

Effectively manage the administration of all Pre-Assessment clinics that run over a seven-day period, planning and contacting patients as and when required.

To ensure all relevant NHS notes are requested and directed to the correct location.

Management of anaesthetic review clinics ensure all clinics are full and to liaise with TAG administrator to ensure clinics are set up.

Ensure all Pre-Assessment Nurses availability is correctly entered onto the inhouse software, Compucare, at least 6 months in advance to allow future planning and bookings to take place.

To continually maintain accurate patient electronic records and bookings systems.

To act in a discreet, diplomatic, and tactful manner at all times.

To ensure that all local policies and legal requirements relating to clinical care, Information Governance, GDPR and Health and Safety are complied with.

To participate in the annual review of departmental policies and procedures to ensure they reflect good practice.

Work towards retaining external ISO9001/2015 and ISO1401/2015 accreditation.

Workforce

To participate in in-house training sessions and attend meetings and discussions when required.

To support the Bookings Team as and when required and as directed.

Other general ad-hoc administration duties as and when required and as directed by your line manager.