Appointments Booking Team Orthopaedic ICATS Band 3

Job details

• Branch: Belfast HSCT
• Location: Carlisle Wellbeing Centre
• Salary: Band 3 (£24,937 - £26,598)
• Contract Type: Permanent
• Opening Date: 20/07/26
• Closes: Tue, 04 August 2026 @ 4:30 PM
• Interview Dates: TBC

Notes

We accept online applications only. “A waiting list may be created for similar posts that may arise while the waiting list is live, this may include temporary or part-time posts. This will be managed in line with the updated HSC waiting list principles effective from 1 April 2026”. Where a part-time waiting list is required, one part-time waiting list will be created- regardless of any specific hours advertised, this waiting list will cover all future vacancies where part-time posts arise. A part-time post is defined as any post that has less than 37.5 hours per week.” Please remember to save or print a copy of the job description before submitting your application, as it will not be accessible afterwards. Flexible Working We welcome flexible working requests from day one. All HSC organisations offer a range of flexible working options. The options available for this post will depend on the requirements of the role. Find out more about flexible working options on our website.

JOB DESCRIPTION

Orthopaedic Integrated Clinical Assessment and

Treatment services (ICATS)

JOB TITLE

Appointments Booking Team Orthopaedic ICATS

BAND

3

DIRECTORATE

Trauma and Orthopaedics SHWH

LOCATION

Carlisle Wellbeing Centre

REPORTS TO

Orthopaedic ICATS Admin Team Manager

ACCOUNTABLE TO

Clinical Lead / Manager Orthopaedic ICATS

Job Summary

The Post holder will work for the Orthopaedic Integrated Clinical Assessment and Treatment Service (ICATS) under the minimum of supervision using own initiative to deliver a high quality and efficient administration support as part of the ICATS Appointment Booking Team.

They will be responsible and accountable for

The organisation, booking and cancellation of Orthopaedic ICATS Outpatient Clinic Appointments.

Will develop an excellent understanding of the Integrated Elective Access Policy (IEAP) and must have a flexible and innovative approach. The post holder will be required to adhere to all relevant procedures and policies within the Trust.

Assisting the Admin Team Manager with the monitoring and management of waiting lists and maximizing Outpatient Clinic Capacity.

Working as part of a team and play a key part of the strategic modernisation and development of the service.

This role will include the interface with clients, GPs and colleagues within and external to the Trust, both by correspondence and telephone.

The role will maximise experience and development through working in booking functions for outpatient clinics. This will include competency in updating Encompass. Accuracy of clinical and patient information is paramount, requiring concentration and attention to detail.

Key Duties & Responsibilities

Referrals / Appointments

Appropriately manage outpatient waiting lists in line with established IEAP Guidelines.

Deal with Urgent/Routine demands for New/Review appointments promptly and effectively and notify the Manager where this is not the case.

Deal with appointment queries from patients and/or their carers as well as from ICATS Clinicians, GP’s and other Health Professionals.

Arrange ambulance transport/interpreting services as required in line with Trust Policy.

Monitor clinic waiting times and associated issues liaising with appropriate staff and communicating any delays in a courteous manner to patients

Collate, provide and enter information to databases as required

Participate in Trust quality monitoring of the ICATS Outpatient service.

Any other duties appropriate to the grade as may be assigned.

Transcribe orders on to encompass in line with IEAP guidance for clients being reinstated.

Fully implement the partial booking process issuing letters to clients, ensuring the relevant client information leaflets are included.

Deal with the high level of incoming calls promptly, professionally and politely. Excellent communication skills are required as calls into the department may be contentious or aggressive and persuasive skills will be required to encourage clients to accept appointment dates

Where appointments are being arranged at short notice, attempts will be made to contact the patient by telephone to ensure confirmation of attendance is received. Appropriate appointment documents will be attached with the confirmation letter.

Liaise with interpreting services to ensure clients have relevant services booked before attending booked dates.

Assist in the notification of cancelled and reduced clinics / lists and appointments, notifying the Access Manager of any shortfall in capacity so that the waiting time guarantee is not breached

Manage the clinic capacity to ensure clinics / lists are fully utilised.

Liaise with the Manager to ensure that clients who have been cancelled are re-dated in line with IEAP.

Continually validate and maintain accuracy of waiting lists as appropriate and escalate any issues to the manager

Train new members of staff in the department on the booking processes and computerised systems.

General Responsibilities

Employees of the Trust are required to promote and support the mission and vision of the service for which they are responsible and:

At all times provide a caring service and to treat those with whom they come into contact in a courteous and respectful manner.

Promote and support effective team working, fostering a culture of openness and transparency. The post holder will ensure that they take all concerns raised with them seriously and act in accordance with Belfast Trust’s Whistleblowing Policy and their professional code of conduct, where applicable.

Demonstrate their commitment by their regular attendance and the efficient completion of all tasks allocated to them.

Comply with the Trust’s Smoke Free Policy.

Carry out their duties and responsibilities in compliance with the Health and Safety Policies and Statutory Regulations.

Adhere to Equality and Good Relations duties throughout the course of their employment.

Ensure the ongoing confidence of the public in-service provision.

Maintain high standards of personal accountability.

Comply with the HPSS Code of Conduct.

Information Governance

All employees of Belfast Health & Social Care Trust are legally responsible for all records held, created or used as part of their business within the Belfast Health and Social Care Trust, including patient/client, corporate and administrative records whether paper based or electronic and also including e-mails. All such records are public records and are accessible to the general public, with limited exceptions, under the Freedom of Information Act 2000, the Environment Regulations 2004, the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Employees are required to be conversant and to comply with the Belfast Health and Social Care Trust policies on Information Governance including for example the ICT Security Policy, Data Protection Policy and Records Management Policy and to seek advice if in doubt.

Environmental Cleaning Strategy

The Trusts Environmental Cleaning Strategy recognizes the key principle that “Cleanliness matters is everyone’s responsibility, not just the cleaners” Whilst there are staff employed who are responsible for cleaning services, all Trust staff have a responsibility to ensure a clean, comfortable, safe environment for patients, clients, residents, visitors, staff and members of the general public.

Infection Prevention and Control

The Belfast Trust is committed to reducing Healthcare associated infections (HCAIs) and all staff have a part to play in making this happen. Staff must comply with all policies in relation to Infection Prevention and Control and with ongoing reduction strategies. Standard Infection Prevention and Control Precautions must be used at all times to ensure the safety of patients and staff.

This includes:-

Cleaning hands either with soap and water or a hand sanitiser at the appropriate times (WHO ‘5 moments’);

Using the correct ‘7 step’ hand hygiene technique;

Being ‘bare below the elbows’ when in a clinical environment;

Following Trust policies and the Regional Infection Control Manual (found on intranet);

Wearing the correct Personal Protective Equipment (PPE);

Ensuring correct handling and disposal of waste (including sharps) and laundry;

Ensuring all medical devices (equipment) are decontaminated appropriately i.e. cleaned, disinfected and/or sterilised;

Ensuring compliance with High Impact Interventions.

Personal Public Involvement

Staff members are expected to involve patients, clients, carers and the wider community were relevant, in developing, planning and delivering our services in a meaningful and effective way, as part of the Trust’s ongoing commitment to Personal Public Involvement (PPI).

Please use the link below to access the PPI standards leaflet for further information.

http://www.publichealth.hscni.net/sites/default/files/PPI_leaflet.pdf

Clause: This job description is not meant to be definitive and may be amended to meet the changing needs of the Belfast Health and Social Care Trust.

PERSONNEL SPECIFICATION

JOB TITLE: Higher Clerical Officer Orthopaedic ICATS – Appointment Booking Team

BAND: Band 3

DEPT / DIRECTORATE: Orthopaedic ICATS / Trauma and Orthopaedics SHWH

Notes to applicants

You must clearly demonstrate on your application form under each question, how you meet the required criteria as failure to do so may result in you not being shortlisted. You should clearly demonstrate this for both the essential and desirable criteria.

Shortlisting will be carried out on the basis of the essential criteria set out in Section 1 below, using the information provided by you on your application form. Please note the Trust reserves the right to use any desirable criteria outlined in Section 3 at shortlisting. You must clearly demonstrate on your application form how you meet the desirable criteria.

Proof of qualifications and/or professional registration will be required if an offer of employment is made – if you are unable to provide this, the offer may be withdrawn.

ESSENTIAL CRITERIA

SECTION 1: The following are ESSENTIAL criteria which will initially be measured at shortlisting stage although may also be further explored during the interview/selection stage. You should therefore make it clear on your application form whether or not you meet these criteria. Failure to do so may result in you not being shortlisted. The stage in the process when the criteria will be measured is stated below.

Factor

Criteria

Method of Assessment

Qualifications / Registration /

Experience

4 GCSEs at Grades A-C including English or English Language (excluding English Literature) or equivalent / higher qualification AND 1 years’ experience in a clerical / administrative role.

OR 2 years’ experience in a clerical/administrative role.

Experience in the use of Microsoft packages (WORD, EXCEL etc) & general word processing.

Shortlisting by Application Form

Skills /

Abilities /

Knowledge

Ability to manage workload effectively and meet strict deadlines

Ability to work as part of a Team

Ability to use own initiative

Shortlisting by Application Form

SECTION 2: The following are ESSENTIAL criteria which will be measured during the interview/ selection stage:

Skills /

Abilities /

Knowledge

Effective communication skills to meet the needs of the post in full

Interview / Test

DESIRABLE CRITERIA

SECTION 3: These will ONLY be used where it is necessary to introduce additional job related criteria to ensure files are manageable. You should therefore make it clear on your application form how you meet these criteria. Failure to do so may result in you not being shortlisted

Factor

Criteria

Method of Assessment

Qualifications / Registration /

Experience

Experience of Encompass.

Working knowledge of Integrated Elective Access Protocol

Working Knowledge of the booking clerk role.

Shortlisting by Application Form

NOTE

Where educational/professional qualifications form part of the criteria you will be required, if shortlisted for interview, to produce original certificates, and one photocopy of same, issued by the appropriate authority. Only those certificates relevant to the shortlisting criteria should be produced. If educational certificates are not available an original letter and photocopy of same detailing examination results from your school or college will be accepted as an alternative.

If successful you will be required to produce documentary evidence that you are legally entitled to live and work in the United Kingdom. This documentation can be a P45, payslip, National Insurance Card or a birth certificate confirming birth in the United Kingdom or the Republic of Ireland. Failure to produce evidence will result in a non-appointment.

HSC Values

All staff are expected to display the HSC Values at all times

will result in a non appointment.