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Scheduling Assistant vacancy

Job details

Job number:
Job location:
Emersons Green NHS Treatment Centre
The Brooms
Emersons Green
South Gloucestershire
BS16 7FH
Job contract type:
Job schedule type:
Part Time
Job closing date:
Thursday, March 28, 2019 - 23:59

Job Summary

We are currently sourcing for a Scheduling Assistant to join us. Our Administration Department is one of the more challenging but most rewarding places to work. We firmly believe that every one of us makes a difference and the work we do directly affects the patient’s experience.

The post holder will work as a member of the administration team working alongside our Scheduler to provide a comprehensive clerical function to manage wait times for access to treatment, maintaining and updating the electronic referral service, and supporting the Scheduling Lead to publish clinic and theatre sessions for the Treatment Centre.

Care UK Treatment Centres are patient focused and work closely with local CCGs and NHS Trusts to reduce waiting times. Several of our Treatment Centres are rated Outstanding by CQC. Our unfaltering dedication to quality is something we are very proud of; we constantly strive to do things better for our patients. This ethos has led to innovative, evidence based developments to our procedures and ongoing improvements to the patient experience.

Shift Pattern - 22.5 hours a week

In return for your hard work you will receive…
• A competitive package including a salary of £19,000-20,000 pro rata dependent on experience, contributory pension scheme, 25 days annual leave per annum plus Bank Holidays
• CPD and revalidation support
• Clinical Development and Training Opportunities. We could even give you the opportunity to develop into a specialist role of your interest
• Care UK Perks including Childcare Vouchers, Cycle to Work Scheme and retail discounts

Responsible To

Administration Manager

Key Responsibilities

Managing Wait Times:
• Producing the weekly wait times to be sent to referrers
• Managing wait times to ensure appropriate availability for each speciality
• Ensuring availability of appointments on Electronic Referral Service (ERS)
• Having an understanding of current constraints with staffing/rooms/referral numbers to better anticipate areas of concern which will affect the wait times and be an active part of the solution

ERS Lead:
• Have an in-depth understanding of the mechanics of ERS
• Understanding the ERS relationship with the Patient Administration System (PAS)
• Knowing how to resolve problems on ERS
• Management of the Appointment Slot Issue (ASI) worklist, investigating why patients are unable to book and finding a solution
• Attending NHS Digital Meetings to keep up to date with changes
• Fielding queries related to ERS from internal and external staff
• Managing and editing the Directory of Service (DOS) items on ERS
• Creating new DOS items as required
• Understanding how the DOS is used in conjunction with scheduling and clinic profiles within the PAS
• Dealing with all incoming manual referrals and queries including liaising with GPs/Referrers to ensure referrals are sent via ERS

• Supporting the Scheduling Lead to publish future sessions
• Updating and maintaining the master schedule
• Providing cover for the scheduling lead during annual leave and sickness
• Understanding the constraints which may affect future scheduling

Skills & Experience

• Experience in Healthcare or service sector
• Experience in customer service
• Experienced team worker
• Experience of dealing with the public in person and by phone
• Experience of using the Electronic Referral Service
• Relevant administrative experience
• Prior role managing the Electronic Referral Service and thorough understanding of how this works
• Excellent data entry skills
• Problem solving skills
• Excellent communication and interpersonal skills
• Excellent customer service skills
• Ability to deal with difficult situations in a calm manner
• Good keyboard/computer skills
• Good skills using Patient Administration System (PAS) or equivalent systems
• Conversant with Microsoft Office packages
• Numerate and literate
• Good spoken and written English
• Ability to work flexibly within the needs of the service
• Evidence of ability to work collaboratively in a multidisciplinary team


• Good general education, GCSE/O’level standard including English or equivalent
• NVQ in Business Administration

Additional Information

If you are shortlisted for interview, you will be contacted by the Internal Recruiter for the role who will arrange a mutually agreeable time for you to attend for an interview. If you have any questions regarding the role please contact or call 01189 521 951.

Please note Care UK retain the right to remove the advert prior to the closing date if a suitable candidate is appointed. Offers of employment are subject to receipt of satisfactory pre-employment checks. At Care UK, we actively promote diversity and equal opportunities. Applicants must have the right to work in the EU.

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