Pre-Assessment Bookings Officer (Maternity Cover) in Betteshanger inBetteshanger PUBLISHED THU 12 JUN 2025 Jump to job information section

We are looking for a strong administrator to join a patient dedicated administration team that delivers outstanding service to both Private and NHS Patients on an 18 month fixed term maternity cover contract.

The Pre-Assessment Administration Team work alongside the Bookings Team to provide a seamless service for patients from referral to treatment across all our hospital sites.

This role will predominately involve communicating with patients and clinical colleagues on a daily basis to book in a patient's Pre-Assessment pre-operative testing. Communications will take shape in a variety of formats such as telephone calls, email and Microsoft Teams so the successful candidate will need to be able to demonstrate the ability to successfully converse to patients and colleagues using all communication platforms.

The department is busy and the Team are always working ahead. If you enjoy working in a varied, busy environment and can demonstrate your multitasking skills, this could be your ideal role for you.

The role is predominately a work from home position however you may be expected to attend any of our hospital sites and our head office on occasion. We request that applicants reside within a reasonable travelling distance ( 1 Hour) of all Spencer sites at Ashford, Canterbury, Deal and Margate.

Mandatory role specific training will be for an expected 2 week period and this will take place at our head office in Deal.

Interview Date: Week commencing 7th July 2025

To provide a sympathetic and professional administration service to patients and service users. To book Pre-Assessment appointments in a timely manner to admission dates and maintain accurate electronic patient records and booking systems. Making sure all patients are added to our Pre-Assessment software for completion of their health questionnaire. Making sure all documents are completed prior to their Pre-Assessment date.

About us

Job Description

Job Title: Pre Assessment Bookings Officer

Department: Bookings

Responsible to: Bookings Manager

Accountable to: Head of Commercial and Customer Services

Job Purpose:

To provide a sympathetic and professional administration service to patients and service users. To book Pre-Assessment appointments in a timely manner to admission dates and maintain accurate electronic patient records and booking systems. Making sure all patients are added to our Pre Assessment software for completion of their health questionnaire. Making sure all documents are completed prior to their Pre Assessment date.

Key Relationships

Patients Service Users

Relatives Friends Family

Colleagues

Consultants

NHS Colleagues

Stakeholders

SMT

Key Responsibilities

Financial

To ensure all appointments and bookings are entered onto the electronic system in an accurate and timely manner for billing purposes.

To ensure patients have pre-assessment appointments in a time scale that is financially viable for the company.

Business Development

Provide a quality service for customers and local service users.

Ensure effective communication between Spencer Private Hospitals and Consultants, service users and Trust departments for Choose and Book and private work

Develop in-depth service knowledge and offer information about our services to our patients

Follow up on outside secretarial requests for Pre-Assessment queries, liaising with the Pre-Assessment Sisters when required.

Quality

The booking of patient Pre-Assessment requests in a timely manner, liaising with relevant clinical colleagues where appropriate.

Effectively manage all Pre-Assessment administration tasks from booking appointments and the ordering of the patients NHS notes.

Answer telephone calls, take and communicate accurate messages in a polite and professional manner.

Handle enquiries from existing and prospective patients professionally.

Effectively manage the administration of all Pre-Assessment clinics that run over a seven-day period, planning and contacting patients as and when required.

To ensure all relevant NHS notes are requested and directed to the correct location.

Management of anaesthetic review clinics ensure all clinics are full and to liaise with TAG administrator to ensure clinics are set up.

Ensure all Pre-Assessment Nurses availability is correctly entered onto the inhouse software, Compucare, at least 6 months in advance to allow future planning and bookings to take place.

To continually maintain accurate patient electronic records and bookings systems.

To act in a discreet, diplomatic, and tactful manner at all times.

To ensure that all local policies and legal requirements relating to clinical care, Information Governance, GDPR and Health and Safety are complied with.

To participate in the annual review of departmental policies and procedures to ensure they reflect good practice.

Work towards retaining external ISO9001/2and ISO1401/2accreditation.

Workforce

To participate in in-house training sessions and attend meetings and discussions when required.

To support the Bookings Team as and when required and as directed.

Other general ad-hoc administration duties as and when required and as directed by your line manager.