Job summary
- Main area
- Urology
- Grade
- Band 3
- Contract
- 9 months (9 months fixed term/Secondment)
- Hours
- Full time - 37.5 hours per week
- Job ref
- 279-7680741-JAN26
- Employer
- University Hospitals Sussex NHS Foundation Trust
- Employer type
- NHS
- Site
- Princess Royal Hospital
- Town
- Haywards Heath
- Salary
- £24,937 - £26,598 per annum
- Salary period
- Yearly
- Closing
- 09/02/2026 23:59
Employer heading
Urology Outpatient/Cancer Booking Clerk
Band 3
About our Trust
At UHSussex we’re proud to be at the heart of the NHS. As one of the UK’s largest acute trusts, we’re a leading example of the excellence, the ambition and the values that have embodied the NHS for over 70 years.
Our hard-working, talented and dedicated people work together towards a common goal – to deliver Excellent Care Everywhere for our patients, our people and our communities. Whatever your role here at UHSussex you will play a part in driving us forwards and in improving the lives of patients across Sussex.
At UHSussex, diversity is our strength, and we want you to feel included to help us deliver Excellent Care Everywhere. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of staff networks to help break down barriers, and can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 3) and a Veteran Aware Trust.
We value compassion, inclusion and respect as our core values. We treat our patients and staff with the same compassion and empathy we expect for ourselves. We’re here for them when they need us, and we go above and beyond to meet their needs. This can be seen in our wellbeing programme for staff which is extensive and designed to support you when you need it, including where possible, flexible working to support work life balance - because we know that to look after others we must first look after ourselves.
As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.
As part of our commitment to access for all, please see the different ways you can access the application form: https://apps.trac.jobs/accessibility?_ts=1
We look forward to receiving your application and the start of your journey with UHSussex.
Job overview
The post holder will be expected to provide support to the Urology Service.
An up-to- date knowledge of outpatient clinics and cancer targets will be required to enable the post holder to make, amend, and cancel appointments. They will be expected to be able to adapt and priorities their workload. The post holder will need a working knowledge of all clinic protocols in addition to any specific standards for each clinic. The role will range from the registration of a new patient, handling GP and patient queries for clinics, making appointments using Trust systems such as full and partially booked appointments. Duties will include answering telephone calls from patients or GP’s wishing to make or change appointments or making general enquiries, Daily management of shared email inbox and updating the Cancer Patient Tracking List (PTL)
Main duties of the job
• To ensure all phone calls are dealt with in a professional and timely manner adhering to the local targets set by the department and Trust.
• To deal with patient enquiries professionally and in line with the Trust standard operating procedures.
• Assist and be pro-active in all modernisation projects that concern the team and improve patient pathway.
• To be multi-skilled in your working role and able to assist in all areas of the department as and when required
• Ensure patient records are updated on all electronic systems and confidentiality is
always maintained.
• To ensure patient cancellations are updated onto the Patient Access System
(PAS) and Any other System and the reason for the cancellation recorded
immediately within the notes field.
• To adhere to the Trust Access Policy when patients do not keep appointments or wish to delay appointments or treatment.
• To maintain a direct, full and partial booking system by agreeing dates with patients, GPs or their receptionists, at the time of their phone call or in line with the outcome of an electronic booking protocol.
• To liaise with the team leader to provide a communication and highlight any problems, working together as a customer focused team to solve issues that may arise.
Working for our organisation
At UHSussex, diversity is our strength, and we want you to feel included to help us always deliver Excellent Care Everywhere, as shown in our Outstanding for Caring CQC rating. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of staff networks to help break down barriers, and can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 3) and a Veteran Aware Trust.
Detailed job description and main responsibilities
Please note: This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post. Applicants will therefore need to already have the right to work in the UK to be considered. We include this information at the outset to provide clarity and avoid unnecessary inconvenience for applicants.
If you are applying using a Graduate visa as your right to work, you must have a minimum of 18 months remaining on your visa at time of application.
• To ensure all phone calls are dealt with in a professional and timely manner adhering to the local targets set by the department and Trust.
• To deal with patient enquiries professionally and in line with the Trust standard operating procedures.
• Assist and be pro-active in all modernisation projects that concern the team and improve patient pathway.
• To be multi-skilled in your working role and able to assist in all areas of the department as and when required
• Ensure patient records are updated on all electronic systems and confidentiality is always maintained.
• To ensure patient cancellations are updated onto the Patient Access System (PAS) and Any other System and the reason for the cancellation recorded immediately within the notes field.
• To adhere to the Trust Access Policy when patients do not keep appointments or wish to delay appointments or treatment.
• To maintain a direct, full and partial booking system by agreeing dates with patients, GPs or their receptionists, at the time of their phone call or in line with the outcome of an electronic booking protocol.
• To liaise with the team leader to provide a communication and highlight any problems, working together as a customer focused team to solve issues that may arise.
• To deal with patient/staff complaints in a professional manner and try to resolve the issue before they become formal
• The job description and person specification may be reviewed on an on-going basis in accordance with the changing needs of the department and the Trust.
Communication
1. Providing extra support for any patients that have additional needs
2. Communicate with patients clearly and concisely when booking appointments
where barriers to communication may exist, including challenging behaviour,
learning disability and recent bereavement.
3. Use empathy, tact and diplomacy in dealing with staff members or patients who
may be hostile or antagonistic, often when their expectations are not met i.e. waiting
times to appointments, cancelled clinic.
4. Answer internal and external telephone enquires in an efficient and timely manner,
from members of staff, departments, patients/relatives and other health care
providers.
Person specification
Essential criteria
Essential criteria
- 5 GCSEs (A-C) or equivalent, including English and Maths. (5)
- Demonstrated knowledge and awareness of Booking / Appointment procedures and systems (5)
- Good level of literacy and numerical skills to read and record patient details and a range of information. (5)
- Knowledge and awareness of confidentiality issues relating to the Data Protection Act and Computer Misuse Act. (5)
- Able to interact with tact and diplomacy with patients and staff at all levels (5)
- Able to communicate complex information where there are barriers to understanding, because of cultural, physical or special educational needs (5)
- Analytical and Judgemental Able to assess facts to make judgements regarding telephone enquiries from the public or other departments (5)
- Use own judgement to independently assess enquiries as the first point of contact, considering a range of facts and situations (5)
- Able to work unsupervised (5)
- Information and Communication Competent in a range of packages, including MS Word and MS Excel, and willing to learn Technology new packages and advance current skills (5)
Desirable criteria
- Educated to at least NVQ Level 3 or equivalent level of competency (5)
- Keyboard skills to RSA Level 3 or equivalent (5)
- Experience of working in a hospital booking team (5)
- Experience of working in a hospital environment (5)
- Working Conditions Long periods of sitting at a computer and using a VDU (5)
- Able to contribute to team performance, be considerate towards others and flexible to meet the needs of the role (5)
- Able to exercise discretion to ensure that patient confidentiality is maintained at all times (5)
Equality Diversity and Inclusion
Essential criteria
- Evidence of having undertaken own development to improve understanding of equalities issues
- Evidence of having championed diversity in previous roles (as appropriate to role).
Employer certification / accreditation badges
Application numbers
Documents to download
Further details / informal visits contact
- Name
- jennifer finn
- Job title
- Patient Access Manager
- Email address
- [email protected]
- Telephone number
- 07919135315
- Additional information
Please contact Jennifer Finn for any queries.
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