Appointments and Referrals Coordinator

Mid Yorkshire Teaching NHS Trust; Stanley; On-site; GBP 22,000 - 28,000; Full time

Benefits offered by this job

NHS pension plan

27 days annual leave

Employee health and wellbeing services

Nurseries salary sacrifice scheme

Home electronics scheme

Cycle to work scheme

Car lease salary sacrifice scheme

Working carers support

Flexible working options

Staff networks - LGBTQ+ and Race Equal

Career progression and training

Job summary

Mid Yorkshire Teaching NHS Trust is expanding its Women’s Booking team at Dewsbury Hospital. This full-time role involves coordinating patient appointments, updating records, and supporting pathways across routine, urgent, cancer and acute care.

The post requires IT skills (SystmOne, ICE, MS Office), excellent communication, and the ability to work in a busy multidisciplinary environment. The Trust offers a supportive culture, NHS pension, generous holidays, flexible working and career

Qualifications

• GCSEs at minimum grade C/4 or above.
• NVQ 3 in Business Administration or equivalent.
• Experience with Microsoft Office, SystmOne and ICE.
• Experience in multidisciplinary team environments.
• Capable of prioritising workload in a fast-paced setting.

Responsibilities

• Coordinate patient appointments, booking/cancelling/rearranging and monitoring clinics.
• Update patient records and referrals on SystmOne and other digital systems.
• Manage patient pathways across routine, urgent, cancer and acute care.
• Extract and analyse data using Excel and PTLs to support waiting list targets.
• Handle referrals, triage and escalation of risks or safeguarding concerns.
• Manage specialty inboxes and respond to clinical priorities.
• Support capacity planning and escalate capacity risks as needed.
• Provide high quality telephone and administrative support to patients and clinicians.
• Communicate sensitive information with empathy, ensuring confidentiality.
• Maintain booking guidelines and documentation for outpatient delivery.
• Contribute to service performance reporting and induction/training of new colleagues.

Skills

Scheduling/coordination

Communication

Multidisciplinary teamwork

Deadline-oriented

Education

GCSEs 5 @ grade C/4

NVQ 3 in Business Admin

Tools

SystmOne

ICE

Microsoft Office

Job description

Contact information

For further information about this post, please contact Gemma Jinks, Patient Service Manager on 01924 543752 or Email [e-mail]

About the job

An Exciting opportunity to join the Women's Booking team.

An exciting opportunity has arisen for a dynamic, highly motivated, and enthusiastic individual to join our busy operational team within Women’s Services and work closely with the existing Women's Booking team.

This post offers an excellent chance to work closely with the Women's Operational team and use your skills and experience within an expanding and innovative service.

This post is a Full Time position, working over 5 days (Monday - Friday), Predominately based at Dewsbury Hospital.

Main duties

• Manage and coordinate patient appointments, including booking, cancelling, rearranging, and monitoring clinics in line with Trust policies and waiting time targets.
• Maintain and accurately update patient records and referral information on systems such as SystmOne, electronic referral systems, and other digital healthcare platforms.
• Monitor and manage patient pathways, ensuring patients progress safely and appropriately through routine, urgent, cancer, and acute care pathways.
• Extract, analyse, and prioritise patient data using Excel and Patient Tracking Lists (PTLs) to support waiting list management and service performance targets.
• Process, track, and distribute referrals, ensuring timely clinical triage and escalating any risks, delays, or safeguarding concerns.
• Manage specialty email inboxes and internal appointment requests, responding promptly to clinical priorities and service demands.
• Support clinic capacity management by identifying and resolving scheduling issues and escalating capacity risks where required.
• Provide high-quality telephone and administrative support, acting as a key point of contact for patients, carers, clinicians, and external stakeholders.
• Communicate sensitive information with empathy and professionalism, including handling complaints, concerns, and safeguarding-related issues.
• Ensure compliance with Trust access policies, data quality standards, patient confidentiality requirements, and Accessible Information Standards.
• Maintain booking guidelines, records, and documentation to support efficient outpatient service delivery.
• Assist with service performance monitoring by collating information for meetings and supporting reporting requirements.
• Carry out general administrative and clerical duties, prioritising workload effectively in a fast-paced environment with competing demands.
• Support the induction, training, and development of new colleagues and contribute to the wider outpatient team through knowledge sharing.

Essential person specification requirements

• Sound education background 5 GCSE's Grade c/4 or above
• NVQ 3 in Business Administration or Equivalent experience
• Experience of working with multiple software programmes such as Microsoft Office, SystmOne, ICE
• Working within a Multidisciplinary Team
• Working in a demanding and fast paced environment and ability to cope with regular interruptions and changes to work priorities
• Experience of scheduling/coordination activities and/or resources
• Ability to organise self, working to deadlines and ensuring quality standards.

Please refer to the attached job description and person specification to review the full requirements.

Be part of MY team

We are an acute trust caring for over one million people in Wakefield and Kirklees. Our 10,000 staff work in patients’ homes, the community, and our three hospitals in Pontefract, Dewsbury, and Pinderfields (Wakefield). We prioritise our people and values so we can deliver the best possible care to patients. Our team is friendly, passionate, and innovative, always seeking better ways to work.

We support work-life balance and foster a diverse, inclusive environment where everyone belongs. Our staff networks offer safe spaces to share ideas and concerns so we can increase awareness and appreciation of equality, diversity, and inclusion. We welcome applicants from all backgrounds and especially encourage members of the LGBTQ+ community, ethnic minority groups, and people with disabilities or neurodivergence to apply, as they are currently underrepresented in the Trust.

If you value caring, high standards, improvement, and respect, join the MY team to make a difference every day.

Our benefits

• Access to the NHS pension plan
• Generous holiday allowance of 27 days plus bank holidays, increasing with 5 and 10 years of service
• Exceptional employee health and wellbeing services
• Extensive benefits and support, including:
• Onsite nurseries and childcare salary sacrifice scheme
• Home electronics scheme
• Cycle to work scheme - subject to eligibility criteria
• Car lease salary sacrifice scheme - subject to eligibility criteria
• Working carers support and advice, carers network and carers passport
• Flexible working options and family and carer-friendly policies
• Established staff networks, including LGBTQ+ and Race Equality
• Career progression, training and support

Skilled worker sponsorship

You can find out more about skilled worker and health and care visas on our careers site.