Booking Coordinator

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Booking Coordinator

The closing date is 16 July 2026

An exciting opportunity has arisen for a part time administrator/receptionist in the Oral & Facial Department. We are looking for a dynamic, self motivated individual with excellent communication and interpersonal skills based in our newly built premises.

Main duties of the job

To work as a flexible member of a team to carry out administrative duties within the Oral & Facial team giving support to patients, clinical/non clinical staff, and ensuring the delivery of an efficient, patient-focused service.

About us

Come and join a Trust rated Outstanding by the CQC. South Warwickshire University NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further. In addition our staff survey results have placed us 4th in the country for recommended place to work.

We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity. Our values can be summed up in one sentence. We are 'Trusted to provide safe, inclusive, effective and compassionate care'. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn't matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.

As part of our commitment to Equality, Diversity and Inclusion we encourage all applicants to complete a short survey. This can be accessed via the link below:

We appreciate you completing the survey.

Job responsibilities

To show a caring and professional approach towards patients, relatives and carers. Negotiate with patients to attend their Outpatients appointments, working within agreed protocols either through face to face contact or via the telephone, including any changes to pre-planned dates. Ensure all relevant patient information is recorded on the Trust's PAS system and updated accordingly. Work flexibly and provide cross cover for colleagues in the Department.

Deal with day-to-day enquiries from patients, Consultants and other staff within the Trust in a professional and calm manner. To check incoming email boxes on a daily basis to keep up to date with Department and Trust wide news and information. Outpatient Booking Management

Strict adherence to sequential outpatient booking, access booking times and the waiting list policy is essential. Ensure any patients who have not responded to invite letters, or do not attend, are dealt with in line with the Patient Access Policy. Ensure patients on a 2 week wait pathway are treated within national cancer target requirements. Communication. Ensure patients are sent appropriate communication regarding their appointments i.e. confirmation letter to patient, reschedule letter, along with any relevant information. To provide non-clinical advice regarding procedures & processes to the patient as per their individual requirements. To seek further advice from the Consultant or Nursing staff if required. Liaise with patients to ensure they receive relevant information regarding the booking process with telephone & Email contacts. Liaise with all staff regarding clinics and appointments to ensure the efficient running of all clinics. Service Improvement/ Team Development. Be involved in the development & revision of protocols & processes as required. To participate in the training and induction of new starters and work experience. Data Quality. Ensure any data entries are accurate and good record keeping is maintained at all times. Ensure waiting lists are regularly validated to ensure these are accurate. Monitor patient pathways to ensure patients don't breach the Elective pathway.

Person Specification Qualifications

• NVQ level 2 Customer Service/ Administration
• European Computer Driving Licence (ECDL) or RSA Stage II/III Typing.
• NVQ 3 Customer Service/ Administration

Experience

• Previous clerical experience

Skills

• Articulate and able to communicate clearly: verbally and written
• Good interpersonal skills - able to work as a team
• Able to use initiative and show practical skills and dexterity.
• Competent to communicate with all grades of staff and public
• Knowledge and use of outlook, excel and word
• Ability and experience in managing own workload
• Demonstrates initiative and use of innovative and lateral thinking in problem solving.
• Good analytical skills to ensure good knowledge and experience in balancing theatre lists/clinic mix
• Knowledge of Patient Administration System.
• Good understanding of clinical procedures in order to manage waiting list.
• Knowledge of Medical terminology.

Personal Qualities

• Responsible and reliable
• Able to use own initiative
• Able to work effectively as a team member
• Co-operative and flexible
• Recognises own limitations
• Receptive to change
• Professional manner.
• Adhere to patient confidentiality
• Able to work under pressure and meet deadlines
• Able to implement new ideas to benefit patients, staff and working environment

Other

• Keen to develop personal skills
• Demonstrate ability to work flexibly and ability to multi task

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

South Warwickshire University NHS Foundation Trust