South Warwickshire University NHS Foundation Trust
Closing date: 31 May 2026
Haematology Booking Clerk
We are looking for an excellent individual to join our team of booking clerks in Oncology Services. This post will mainly be based at the Rigby Unit at Stratford Hospital but there may be a requirement to cover at the Aylesford Unit at Warwick Hospital.
As part of the booking team you will provide specialised, comprehensive and confidential patient‑centred clinical administration and booking service within Oncology services. You will cover the outcoming of clinics, process referrals, book patient appointments, reception cover and deal with queries from patients and their carer’s in person and by telephone/email.
This role is a perfect opportunity to someone who has excellent communication, customer service and organisational skills, works well as a member of a team and can meet deadlines under pressure.
Main duties of the job
- Work as part of a team providing booking cover for the consultants, junior medical staff and nursing staff within the team, with particular responsibility for ensuring new and follow‑up appointments are booked, and patients are greeted to clinic and outcomed appropriately in line with their clinical appointments.
- Support the management of the elective and/or emergency pathways to include Cancer, Referral to Treatment Targets (RTT) and E‑referrals.
- Support the delivery of a specialty specific single point of access for patients.
- Work collaboratively with other members of the administrative team within Cancer Services.
Job responsibilities
- Register and change patient details which are incorrect on PAS inter‑trust transfer process.
- Process Referrals and all aspects therein. Input referral data onto the PAS, Somerset Cancer Register and the MOSAIQ Oncology Management system /referral database as required incorporating RTT &/or Cancer Waiting Times.
- Open and stamp post, check emails and distribute accordingly.
- Print the Choose & Book referral letters.
- Scan referral letters onto the relevant database.
- Typing correspondence within cancer services.
- Book follow‑up appointments for patients from clinic as and when required.
Perform Call handling duties as required
- Liaise with patients – answer telephone in an efficient, prompt and polite manner.
- Make appointment bookings using PAS and the E‑referral application of all New and Follow‑up appointments within set guidelines.
- Contact patients to attend appointments at short notice or when their appointments have to be cancelled.
- Deal with queries and liaise with the Dedicated Clerks and all grades of staff in relation to appointment queries or slot capacity issues and transfer callers to relevant extensions where necessary.
- Liaise with reception staff, notifying them of patient cancellations on the day of clinic.
- Arrange transport/Interpreters for follow‑up appointments where necessary.
- Keep documentation up to date including clinic codes.
- To process 2 week wait referrals for set specialties.
- Alert line manager/GMs if no capacity to book within 2 week guidelines.
- Input data into the Cancer Database.
- Run and check reports as and when required.
Other
- May be required to train and support more junior members of staff with departmental processes and procedures.
Qualifications
- Customer Service NVQ III or equivalent.
Experience
- Demonstrates understanding of the key functions of a Receptionist/Booking clerk role.
- Working knowledge of Microsoft Office.
- Working knowledge of PAS.
Skills
- Articulate – excellent communications skills.
- Able to communicate effectively, including in situations where there may be barriers to understanding.
- Friendly and professional telephone manner to support the above.
- Able to prioritise tasks.
- Demonstrates potential to be able to work under pressure.
- Demonstrates understanding of patient confidentiality.
- Experience of Excel and PowerPoint.
Personal Qualities
- Able to respond effectively to working alone or in a team.
- Conscientious and hard working.
- Ability to deal with distressing situations patients/relatives.
- Ability to use initiative.
- Honest and reliable.
- To be able to adapt to change.
- Flexible.
- Able to change tasks at short notice and deal with interruptions throughout the day.
Other Job Requirements
- Able to work across different sites.
- Ideally holds a driving licence.
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.
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