Job summary
- Main area
- Radiology
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 203-SS1180
- Employer
- South Warwickshire University NHS Foundation Trust
- Employer type
- NHS
- Site
- Warwick Hospital
- Town
- Warwick
- Salary
- £25,760 - £27,476 per annum
- Salary period
- Yearly
- Closing
- 30/04/2026 08:00
Employer heading
Radiology Booking Clerk
Band 3
South Warwickshire University NHS Foundation Trust is one of the top performing organisations within the NHS. Our staff think this is a great place to work and we hope you will agree. We have recently been rated as 'Outstanding' by the Care Quality Commission (CQC) following our most recent inspection.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the whole county. This includes our Community Teams in North Warwickshire.
We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity. Over 6000 people work for the Trust and many of them have been here a long time. People find they don’t need to go elsewhere to find a fulfilling career in healthcare.
The first thing you will notice about us is how we take our values seriously. We believe that our values underpin everything we do. If you are interested in a role with us you need to make sure our values match your own.
Our values can be summed up in one sentence. We are ‘Trusted to provide inclusive, safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Disclosure and Barring Service (DBS) Checks
Many of the roles we advertise have a requirement for a DBS check to be carried out. If you are successful for a role and it requires a DBS check the Trust will carry out the initial check and subscription to the DBS Update Service, however successful candidates will be expected to cover the associated costs . Details of this will be sent to successful candidates in their offer letter.
Probationary Period
All new staff to the Trust will be subject to a standard 6 month probationary period, the details of which will duly follow in your contract of employment.
Equality, Diversity, and Inclusion
South Warwickshire University NHS Foundation Trust is committed to creating and sustaining a positive and inclusive working environment for all our employees. Our aim is to ensure that employees are equally valued and respected and that our organisation is representative of all members of society. We define diversity as valuing everyone as an individual – we value our employees, job applicants, students, patients and visitors as people. This is reflected within our values of being Inclusive, Safe, Effective, Compassionate and Trusted.
As part of our commitment to Equality, Diversity and Inclusion we encourage all applicants to complete a short survey. This can be accessed via the link below:
https://forms.office.com/e/ahWY3eAGM2
We appreciate you completing the survey.
Agile and Flexible Working
All our staff will have a work base. However the Trust operates as an Agile Working Team therefore staff may be working from home on a regular basis as required by the service. However, occasionally travel around Warwickshire and into your base will be required so access to your own transport would be helpful.
The Trust also welcome staff to work flexibly and we would welcome the conversation at interview regarding flexible working.
Staff Benefits
The Trust offer a wide range of additional benefits to staff. Anyone who joins us on a substantive basis can assess things such as the Lease Car Scheme, Electronics Scheme, Discounted Leisure and Travel, Cycle to work scheme amongst many others available.
Car Parking
The Trust currently have limited availability of car parking spaces, as such are operating a waiting list for new starters joining the organisation.
To keep up to date on our latest recruitment activity follow us on twitter @swftrecruit or look us up on Facebook (Recruitment - South Warwickshire NHS Foundation Trust).
Visa Sponsorship
The Trust will only consider sponsoring staff for certain roles, however this will be considered on a case by case basis in line with current legislation. As an employer we are unable to offer sponsorship to all roles in particular we cannot offer sponsorship for roles below Band 5.
Job overview
We are looking to recruit a highly motivated, reliable, enthusiastic Booking coordinator, who can work on their own initiative, prioritise duties and work within a team. The candidate should enjoy working under pressure in a very busy booking office.
Booking experience is desirable but not essential as full training will be provided. You will however need to have an excellent telephone manner and be able to deal with a variety of other tasks in a calm & professional manner.
You will primarily be working in the booking office but may be asked to cover other areas including reception if required.
Due to the department being a 7 day service weekend working on a rota basis is required.
Previous Applicants Need Not Apply
Main duties of the job
To be responsible for providing an effective booking service for patients requiring radiology examinations and Outpatient department appointment bookings at South Warwickshire NHS Foundation Trust.
You will rotate providing cover for a range of imaging modalities.
Working for our organisation
Come and join a Trust rated Outstanding by the CQC. South Warwickshire University NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further. In addition our staff survey results have placed us 4th in the country for recommended place to work.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.
Our values can be summed up in one sentence. We are ‘Trusted to provide safe, inclusive, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
As part of our commitment to Equality, Diversity and Inclusion we encourage all applicants to complete a short survey. This can be accessed via the link below:
https://forms.office.com/e/ahWY3eAGM2
We appreciate you completing the survey.
Detailed job description and main responsibilities
Scheduling
To be responsible as a booking clerk for the scheduling of all Radiology and Cardiology Out-patient appointments, using demand and capacity skills to ensure full capacity booking into agreed sessions/templates.
To advise monitor waiting times and advise of any potential breaches.
To schedule appointments on both the Radiology RIS computer system and the hospital Lorenzo system.
To ensure all radiology referrals are correctly protocolled by appropriate consultant radiologists.
To prioritise in-patient and urgent referrals as per call center criteria.
To liaise with consultant radiologists/section leads with regard to referral form approval. Cover of specialised cases, reporting of images, and advice concerning patient preparation for all examinations.
To ensure consent forms are received and signed by all patients if appropriate, and to check information provided to ensure patients are ‘safe’ to be examined.
To cancel patients who do not meet the ‘safety’ criteria and advise of the reasons, plus cancel any patients who do not confirm attendance.
To deal with patient complaints – including those of a verbally aggressive nature when appointments need to be cancelled or re-arranged.
To liaise regularly with technical staff and departmental managers concerning any problems or suitability of patients for all examinations.
To maintain a short-notice cancellation list of patients and contact numbers.
To accommodate consultant radiologist annual leave into the sessional timetable.
To monitor and analyse referral trends and report any change to departmental managers.
General
Receipt an acknowledgement of all incoming postal and faxed referrals.
To provide case notes and x-ray film images for consultant radiologist staff.
To provide information relating to booking schedules when requested by consultant radiologists and departmental managers.
To deal with all telephone enquiries from clinicians, patients/carers and hospital staff and advise appropriately.
To operate, input and retrieve data using the radiology RIS database, Trust PAS system and e-mail application.
Individual security of call-centre office and department, using security alarm system.
To learn the booking procedures on all modalities regularly rotating to maintain skills.
To provide short-term cover for colleague booking clerks during periods of leave.
To cover reception duties as and when required.
Development
To undertake training as necessary and participate in the future implementation of: Departmental digitalisation of film (PACs system); Electronic requesting system; Project work.
To assist in the development of team colleagues.
To participate in appraisals and personal reviews and work to achieve set objectives.
To participate in team, professional and personal development activities and promote commitment to continuous development and improvement.
Policies/Complaints/H&S
To ensure that all staff consciously review mistakes, complaints and incidents/near misses as well as successes to improve performance and the level of customer care.
To ensure that all Trust standards are maintained and monitored to improve the quality of care to all whom come into contact with services provided by South Warwickshire General Hospitals NHS Trust.
Every employee has a duty to take reasonable care of the health and safety of him/herself and of other persons who may be affected by his/her acts or omissions at work and cooperate with the Trust to ensure that statutory and Trust regulations are compiled with.
Person specification
Qualifications
Essential criteria
- Educated to NVQ level 3 or equivalent experience
- Excellent verbal and written skills
Desirable criteria
- ECDL qualification or working towards
Experience
Desirable criteria
- Previous radiology administrative role
- Experience of NHS targets
- Experience or working in a medical environment
Skills
Essential criteria
- Excellent communication skills and be able to communicate at all levels
- Negotiating skills
- Excellent telephone manner
Desirable criteria
- Knowledge of Medical Terminology
- Knowledge of radiology examinations and preparations
Personal Qualities
Essential criteria
- Ability to prioritise workloads to meet targets
- Ability to make decisions
- Adaptable
Other
Essential criteria
- Ability to work flexible hours between 8.00 am and 8.00 pm weekdays. Ability to work weekends on a Rota basis
- Ability to work within call-centre conditions and constant interruptions
- Flexible approach a must
- Knowledge of and ability to cross-cover colleagues’ roles – CT, Mammography, plain film, general ultrasound & screening and Cardiology Out-patients bookings
Employer certification / accreditation badges
Applicant requirements
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.
Documents to download
Further details / informal visits contact
- Name
- Deborah Darby
- Job title
- Radiology Call Centre Manager
- Email address
- [email protected]
- Telephone number
- 01926 495321
- Additional information
Tel: 01926 495321 ext 4296
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