WHSCT_ Booking Clerk Band 3

Job details

• Branch: Omagh Area
• Location: Omagh & SWAH
• Salary: Band 3 (£24,937 - £26,598)
• Contract Type: Permanent
• Opening Date: 15/05/26
• Closes: Fri, 29 May 2026 @ 3:30 PM
• Interview Dates: To be confirmed

Notes

If you are submitting a manual application, please post it to: Recruitment Shared Services, Rosewood Villa, Longstone Hospital Site, 73 Loughgall Road, Armagh, BT61 7PR. Applications received after the advertised closing date/time cannot be considered, so please allow enough time for postage. “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

JOB TITLE

BAND

DIRECTORATE

LOCATION

REPORTS TO

ACCOUNTABLE TO

Booking Clerk – Radiology

3

Acute

SWAH and or OHPCC

Radiology Office Manager, SWAH/OHPCC

Radiology Service Manager

JOB SUMMARY

The postholder will be responsible for making and managing the appointments for an identified area of work within the radiology service. He/she will work as key member of a team, liaising directly with patients, GPs, OP, IP staff. This will include communicating with patients, and other healthcare professionals both within and beyond the WHSCT to ensure the efficient delivery of radiology services to patients and users.

The departments operate on 7 day working and extended day basis.

PRINCIPLE DUTIES & RESPONSIBILITIES

Provide the first point of contact in relation to appointment for patients. This will include face to face, telephone, text or email contact as appropriate. The post holder will also be required to provide reception desk cover to maintain up to date skills and knowledge of each clinical area.

Appointment Processing

Registration

Receive and sort incoming referral letters and register onto the Radiology Information System (RIS – NIPACS)

Send and receive referrals to/from Consultants for triage and approval.

Register approval status on RIS

Manage paper and electronic referrals according to departmental and hospital standards.

Ensure that all referrals to radiology services are processed in line with protocols to ensure timely prioritisation (urgent, red flag, routine and planned) and notify the Manager where this is not the case.

Ensure that the referral management and registration process complies with the requirements of the Diagnostic lntegrated Elective Access Protocol (IEAP).

Booking

Fully implement the partial booking process, issuing letters to patients, communicating directly with them by phone or letter and carrying out the associated administrative processes. This includes contact with laboratory and pharmacy services, consultants and GP practice to ensure patients are fully prepared for their radiology examination

Select in chronological order and offer appointment dates to patients from the waiting list. The allocation of appropriate slots based on the modality appointment schedule is essential to ensure clinical priority is adhered to.

Any issue re availability of slots or adjustment to the schedule must be brought to the attention of the office manager in the first instance.

Work using a Primary Targeting List (PTL) to ensure patients are not offered dates past the guaranteed waiting time.

Calculate capacity for all categories of patient and commence the partial booking process, adding comments into the RIS notes throughout the partial booking process so that patients can be processed appropriately.

Remove patients from the waiting list and notify referrers if patients fail to contact the appointment office after two invitations have been issued.

Work within the radiology department appointments offices receiving telephone calls from patients booking their appointments.

Ensure that routine and planned patients are given a "reasonable offer" of their appointment based on their clinical priority and departmental protocols.

Using your discretion adjust patients appointments to accommodate their needs or special circumstances, when contacted by the patient or carer.

Urgent and Red Flag patients must be accommodated within the reduced timeframe to meet their clinical needs

Reset the waiting time clock strictly in line with the IEAP rules to ensure that no patient is disadvantaged.

Contact patients by telephone where possible when appointments are arranged at short notice and post appropriate appointment documents in confirmation.

Cancelling Sessions

Assist in the notification of cancelled appointments, notifying the Office Manager of any shortfall in capacity so that the waiting time guarantee is not breached.

Notify the Office Manager immediately when notified of the cancellation of a session or if there are any capacity problems.

On instruction from the Manager cancel the session and contact all the patients to inform them of the cancelation.

Work with the Manager to ensure that patients who have cancelled are re-appointed within the guaranteed waiting time.

Session Management

Check allocated sessions, for which you are responsible, weekly in advance to ensure that all capacity has been utilised within the session.

Liaise within the Office Manager to highlight unappointed slots in any modality which you discover

Be flexible and provide cover for other partial booking staff when requested by the Office Manager

Notify Manager of any shortfall of capacity to allow for the appointment of PTL patients to ensure that the guaranteed waiting time is not breached.

Staff Supervision

Train new Partial Booking Office staff and Clerical officers in the RIS, PAS and ECR functions appropriate to the management of the radiology service.

General Responsibilities

Education

Attends corporate Induction Day.

Complete departmental induction programme

Attends in service lectures/study programmes

Attends training courses as directed by the Radiology Office Manager

Participates in Staff Development Performance Review

Be flexible with regard to working patterns to facilitate the increasing needs of the service

To take responsibility for keeping the department in general, and your work area specifically, clean, tidy and safe

.

To relate to and communicate with other staff in a courteous and helpful manner at all times.

Assist in promoting good interpersonal relationships within the multidisciplinary team.

To maintain patient, client, staff and hospital confidentiality at all times.

To report all defects or occurrences which may affect safety.

Participates in the roster/annual leave arrangements to ensure that the department has adequate cover at all times.

To carry out any other duties as directed by the Radiology Office Manager

General Management Responsibilities

The post holder will 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 ‘Your right to raise a concern (Whistleblowing)’ policy and their professional code of conduct, where applicable.

General Requirements

The post holder will be required to

Ensure the Trust’s policy on equality of opportunity is promoted through his/her own actions and those of any staff for whom he/she has responsibility.

Co-operate fully with the implementation of the Trust's Health and Safety arrangements, reporting any accidents/incidents/equipment defects to his/her manager, and maintaining a clean, uncluttered and safe environment for patients/clients, members of the public and staff.

Adhere at all times to all Trust policies/codes of conduct, including for example

Smoke Free policy

IT Security Policy and Code of Conduct

standards of attendance, appearance and behaviour

Contribute to ensuring the highest standards of environmental cleanliness within your designated area of work.

Co-operate fully with regard to Trust policies and procedures relating to infection prevention and control.

All employees of the WHSCT are legally responsible for all records held, created or used as part of their business within the [org name] including patients/clients, corporate and administrative records whether paper-based or electronic and also including emails. All such records are public records and are accessible to the general public, with limited exceptions, under the Freedom of Information act 2000 the Environmental Information Regulations 2004, the General Data Protection Regulations (GDPR) and the Data Protection Act 2018. Employees are required to be conversant with the [org name] policy and procedures on records management and to seek advice if in doubt.

Take responsibility for his/her own ongoing learning and development, in order to maximise his/her potential and continue to meet the demands of the post.

Represent the Trust’s commitment to providing the highest possible standard of service to patients/clients and members of the public, by treating all those with whom he/she comes into contact in the course of work, in a pleasant, courteous and respectful manner.

The HSC Code of conduct sets out the standards of conduct expected of all staff in the Western Health & Social Care Trust and presents standards of conduct and behaviours required during and after employment with the Trust. Professional staff are expected to follow the code of conduct for their own professions as well as this code.

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 and 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

Employees must at all times abide by Trust policies and procedures and the terms of their contract of employment. They must conduct themselves with impartiality, integrity, objectivity and honesty and maintain high standards of personal and professional accountability.

Employees are expected to demonstrate commitment to the Trust by ensuring regular attendance at work and efficient completion of duties.

Employees must ensure that they comply with any risk management responsibilities specific to their post, and as set out in the Trust’s Risk Management Strategy.

The Trust is committed to the development and implementation of systems under Integrated Governance to ensure continuous improvement in the quality of services provided. Employees will be expected to co-operate and work with such systems.

All information concerning patients and staff must be held in the strictest confidence and may not be divulged to any unauthorized person.

Employees must ensure that equality and human rights issues are addressed within the post holder’s area of responsibility in accordance with the Trust’s Equality Scheme.

This Job Description will be subject to review in the light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.

It is a standard condition that all Trust staff may be required to serve at any location within the Trust's area, as needs of the service demand.

16/07/2024

PERSONAL SPECIFICATION

JOB TITLE AND BAND: Radiology Booking Clerk – Band 3

DEPARTMENT / DIRECTORATE: Radiology SWAH or OHPCC Sites

Ref No: <to be inserted by HR> <July 24>

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 And / Or Experience

5 GCSE’s or equivalent (Grades A – C) one of which must be English Language and have 1 year’s administration/clerical experience

OR

3 Years administrative/clerical experience

Shortlisting from Application Form

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

Knowledge and Skills

Knowledge of the function of a Radiology Department

Confidentiality

Knowledge of NIPACS

Knowledge of data accuracy and input

Interview / Written Assessment

Special Attributes

Ability to work on own initiative

Good communication skills

Interview / Written Assessment

Special Circumstances

Flexibility to comply with all patterns of work

7 day and extended day working is required on rotation

Interview / Written Assessment

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

Experience

6 months experience operating within the SECTRA NIPACS environment

Shortlisting by Application Form

If this post is being sought on secondment then the individual MUST have the permission of their line manager IN ADVANCE of making application.

As part of the Recruitment & Selection process it may be necessary for the Trust to carry out an Enhanced Disclosure Check through Access NI before any appointment to this post can be confirmed.

THE TRUST IS AN EQUAL OPPORTUNITIES EMPLOYER

Successful applicants may be required to attend for a Health Assessment

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