Job Description

Clerical Officer / Appointment booking
A Clerical officer / appointment booking clerk is required for Planned care assessment unit, the post holder will provide admin support to the clinical staff within the Pre-Operative Assessment Unit and book follow up appointments. The post holder will also assist with clinical enquiries, filing and other associated administrative tasks.
***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Main duties of the job
To book follow-up appointments for the Orthopaedic Planned care assessment and provide clinical notes for Consent appointments.
To provide a clerical service to the patients attending the Planned Care Assessment Unit and for members of staff working within the Planned Care Assessment Unit.
To work in collaboration with staff in other areas of the directorate and Trust to facilitate a streamline service for the patient.
About us
COMMUNICATIONS & WORKING RELATIONSHIPS

• Patients, relatives and visitors
• Planned Care Assessment nursing and clerical teams
• Directorate Support Manager
• Planned Care Assessment Supervisor
• Medical secretaries
• Medical staff
• Surgical wards

OTHER
Physical Effort
There will be a combination of sitting, standing and walking. Post-holder will frequently be required to lift piles of notes for short periods of time and to transport notes to and from other parts of the hospital using a trolley. Post-holder may be required to sit in a confined working space using a VDU.
Mental Effort
Afrequent requirement for concentration - there are frequent predictable interruptions when dealing with patients/relatives at the reception desk and retrieving/altering information on the VDU, and responding to patient and staff demands as required.
Please note that applications from temporary workers who have been engaged with the Trust for a minimum of 3 months are welcome
Details
Date posted
15 September 2025
Pay scheme
Agenda for change
Band
Band 2
Salary
24,465 a year Per Annum
Contract
Permanent
Working pattern
Full-time
Reference number
216-SI-S7382765-A
Job locations
University Hospitals Plymouth NHS Trust
Derriford Road
Plymouth
PL6 8DH
Job description
Job responsibilities

• Be familiar with and adhere to PHNT policies and procedures with particular regard to patient confidentiality, Health and Safety and Administrative Guidance Notes.

• Case note management including:

Requesting, tracing, collecting and distributing case notes for planned care assessment appointments or admission and ensuring accurate patient document tracking.

• Ensuring that patients medical records are fully and accurately prepared in accordance with the needs of the clinical, nursing and management staff.

• To ensure that patients receive timely and accurate written and verbal communication regarding the planned care assessment service and associated services.

• To establish and maintain effective channels of communication with other departments, including:

Answering and making telephone calls as directed by Administration Manager.
Taking and passing on messages for all staff within the Unit.
Answering voice mail.
Sending and receiving e-mail and faxes.
Photocopying information as requested.
Opening, distributing and actioning post as appropriate
Arranging transport for patients as required.

• To report and seek advice from the Administration Manager if any untoward incidents, complaints, problems or abnormalities in working practice occur which cannot be dealt with.

• To receive and depart all patients attending the clinic and check details on iPM (the hospital computerised Patient Information System).

• To log all times onto the computer regarding throughput of patients through clinic and process outcome of appointments on iPM.

• To book patients appointments into pre-assessment, anaesthetic and exercise testing clinics.

• To deal with distribution of case notes after clinic.

• Be responsible for placing patients onto the inpatient/day case waiting list using accurate coding following pre-operative assessment

• Booking pre-assessment appointments for patients at the request of surgical specialties, rearranging appointments if required and taking appropriate action if patients do not attend their appointments

• Take appropriate action in response to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines

• To perform any other duties, in any area of the Unit, deemed necessary by the Administration Managers (Intensive Care and Planned Care Assessment), to include cover for sickness and annual leave.

For further information please see attached JD&PS Job description
Job responsibilities

• Be familiar with and adhere to PHNT policies and procedures with particular regard to patient confidentiality, Health and Safety and Administrative Guidance Notes.

• Case note management including:

Requesting, tracing, collecting and distributing case notes for planned care assessment appointments or admission and ensuring accurate patient document tracking.

• Ensuring that patients medical records are fully and accurately prepared in accordance with the needs of the clinical, nursing and management staff.

• To ensure that patients receive timely and accurate written and verbal communication regarding the planned care assessment service and associated services.

• To establish and maintain effective channels of communication with other departments, including:

Answering and making telephone calls as directed by Administration Manager.
Taking and passing on messages for all staff within the Unit.
Answering voice mail.
Sending and receiving e-mail and faxes.
Photocopying information as requested.
Opening, distributing and actioning post as appropriate
Arranging transport for patients as required.

• To report and seek advice from the Administration Manager if any untoward incidents, complaints, problems or abnormalities in working practice occur which cannot be dealt with.

• To receive and depart all patients attending the clinic and check details on iPM (the hospital computerised Patient Information System).

• To log all times onto the computer regarding throughput of patients through clinic and process outcome of appointments on iPM.

• To book patients appointments into pre-assessment, anaesthetic and exercise testing clinics.

• To deal with distribution of case notes after clinic.

• Be responsible for placing patients onto the inpatient/day case waiting list using accurate coding following pre-operative assessment

• Booking pre-assessment appointments for patients at the request of surgical specialties, rearranging appointments if required and taking appropriate action if patients do not attend their appointments

• Take appropriate action in response to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines

• To perform any other duties, in any area of the Unit, deemed necessary by the Administration Managers (Intensive Care and Planned Care Assessment), to include cover for sickness and annual leave.

For further information please see attached JD&PS
Person Specification
Knowledge & Experience
Essential

• oDemonstrable Admin / Clerical officer / Prepping experience.
• oKeyboard Skills

Desirable

• oProven knowledge of iPM system

Qualifications
Essential

• GCSE level 4-9 (A-C) in English and Maths or equivalent demonstrable experience.

APTITUDE & ABILITIES
Essential

• oExcellent organisational skills and the ability to prioritise own workload.
• oUnderstanding of confidentiality.

Person Specification
Knowledge & Experience
Essential

• oDemonstrable Admin / Clerical officer / Prepping experience.
• oKeyboard Skills

Desirable

• oProven knowledge of iPM system

Qualifications
Essential

• GCSE level 4-9 (A-C) in English and Maths or equivalent demonstrable experience.

APTITUDE & ABILITIES
Essential

• oExcellent organisational skills and the ability to prioritise own workload.
• oUnderstanding of confidentiality.

Skills Required