Booking Administrator

UHCW; Coventry; In loco; GBP 26.000 - 27.000; Tempo pieno

Descrizione del lavoro

University Hospitals Coventry and Warwickshire NHS Trust is seeking three Booking Administrators to provide administrative, booking and customer service support for outpatient services. The role involves coordinating appointments, maintaining patient records and supporting clinic capacity with NHS systems.

The post includes supervising Band 2 booking support staff, contributing to new booking processes and ensuring accurate, timely information flows across clinical teams and patients.

Competenze

• ECDL or NVQ2 in Administration or equivalent.
• Proficient in Microsoft Office including Outlook, Word and Excel.
• Experience with NHS IT systems.

Mansioni

• Coordinate, book, amend and cancel outpatient appointments using Trust systems.
• Identify vacant slots to assist clinic capacity management.
• Liaise with patients regarding appointment arrangements.
• Supervise day-to-day workload of Band 2 booking staff.
• Maintain accurate patient records and generate regular reports.

Conoscenze

Excellent organisational skills

Verbal and written communication

Empathetic approach

Ability to prioritise and manage/work

Problem solving and decision making

Formazione

ECDL or NVQ2 in Administration

NVQ2 in Administration

Key Skills Level 2 in literacy

Strumenti

Microsoft Office

Outlook

Excel

iPM

Descrizione del lavoro

Main area Operational Management - Scheduling and Booking Grade NHS AfC: Band 3 Contract Permanent Hours Full time - 37.5 hours per week Job ref 218-AC-B3-8390294

Site University Hospitals Coventry and Warwickshire Town Coventry Salary £25,760 - £27,476 per annum Salary period Yearly Closing 19/11/2026 23:59 Interview date 30/11/2026

Job overview

We are looking to recruit 3 WTE Booking Administrators to provide comprehensive administrative, booking and customer service support to facilitate efficient access to outpatient services in accordance with Trust, departmental and national standards.

Please be advised sponsorship is not eligible for this post.

Interviews will take place week commencing 30th November 2026.

Main duties of the job

The post holder will facilitate coordinating appointments, maintaining accurate patient records, communicating effectively with patients and clinical teams and supporting the effective utilisation of clinic capacity. The post holder will support the implementation of new and revised booking processes. As these processes become established, the role will evolve to focus on the ongoing administration, monitoring, maintenance and continuous improvement of standardised booking procedures, supporting consistent delivery and sustainable operational performance across the Trust. The role also involves supervision of the day-to-day workload of Band 2 booking support staff.

Working for our organisation

University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.

We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.

Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.

By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.

The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.

Detailed job description and main responsibilities

Work effectively as a team member.
Supervise the day-to-day workload of Band 2 booking support staff.
Maintain spread sheets and databases including the production of regular information reports.
Use own initiative to meet tight deadlines.
Maintain accurate electronic filing systems.
Ensure patient appointment information is up to date and accurate with continuous administrative validation using standard protocols.
Coordinate, book, amend and cancel outpatient appointments using Trust systems and agreed booking procedures.
Support the effective utilisation of clinic capacity by identifying vacant slots and liaising with the specialty team to assist with the management of appointment schedules.
Liaise with patients regarding appointment arrangements and booking enquiries.
Arrange interpreters, transport and additional services required to support attendance at appointments.
Escalate booking concerns, clinic capacity issues and pathway delays to the appropriate teams and managers.
Assist in reducing avoidable appointment waste through proactive administrative support.

For further details of the role please see the attached Job Description.

Person specification

Qualifications

• ECDL or equivalent experience NVQ2 in Administration or equivalent Key Skills Level 2 in literacy or equivalent

Experience

• Experience in the use of personal computers with the ability to learn new packages.
• Knowledge of capacity and utilisation reports Experience of outpatient booking using iPM Managing outpatient waiting lists

Knowledge

• Thorough working knowledge of Microsoft Office packages i.e. Outlook, Word, Excel Excellent understanding of general office working procedures
• Awareness of current issues within the NHS Experience of NHS IT systems

Skills

• Excellent organisational skills Maintains a high level of accuracy Excellent level of verbal and written communication. Empathetic approach to resolving enquiries. Ability to prioritise and organise own workload Able to track information Sound decision making skills. Ability to demonstrate good persuasion and influencing skills. Able to use judgement and initiative to provide information and support. Able to apply tact and sensitivity to establish trust and confidence. Confident in managing difficult and distressing situations effectively. Ability to analyse problems and initiate appropriate solution effectively.

Commitment to Trust Values and Behaviours

• Must be able to demonstrate behaviours consistent with the Trust’s values. (As detailed in UHCW’s Values in Action document below) Applicants applying for job roles with managerial responsibility will be required to demonstrate evidence of promoting equal opportunities through work experience.

To ensure that we provide world-class patient care, UHCW recruits people that can demonstrate the Trust’s Values and Behaviours in their everyday life. Therefore, if you are invited to interview, you will be undertaking a Values Based Interview/Assessment, which explores not only what you do but how and why you do it.
Before applying, we encourage you to review the Trust’s Values and Behaviours which can be accessed on the right side of this page under the job description.
The Supporting Information Section in your application should therefore reflect your understanding of the Trust’s Values and associated Behaviours. You will be expected to provide us with examples from work experience and/or personal life which demonstrate these values through your behaviour.

The Trust is committed to Equal Opportunities within the workplace. All vacancies will be considered for Job Share unless otherwise stated. All applicants who have a disability and who meet the minimum criteria for the job will be interviewed. Where a post has an overwhelming response, this Trust may use random selection in order to reduce numbers to interview, any disabled applicants will automatically be guaranteed an interview and will be exempt from this process.

In submitting an application form, you authorise University Hospital Coventry & Warwickshire NHS Trust to confirm from your previous or current NHS employer and other prior employers; previous NHS service details and personal data held about you, including Occupational Health data (inoculations and screening tests). This data will be transferred using NHS Electronic Staff Record and third-party systems via an automated process and only used for the purposes of obtaining and maintaining accurate employment records, should you be appointed to the post.

UHCW NHS Trust, by virtue of its Green Plan, is committed to ensuring that the way we provide services minimises the impact on the environment and the future health of the public e.g. zero waste to landfill, reducing our carbon footprint and increasing our recycling and reuse percentages.

If you are successful at interview you will receive a conditional offer of employment and we’ll ask you for information so that we can carry out pre-employment checks. You must successfully complete all pre-employment checks to progress to a final unconditional offer.

We must confirm the identity of our staff and their right to work in the United Kingdom. We will ask you to submit proof of your identity and right to work documents via a secure digital platform approved by the Home Office, named TrustID. Alternatively, you may be asked to attend our office with original documents.

Depending on you level of exposure with patients you may be required to undertake a Standard or Enhanced DBS. The cost of this check will be charged to you and will be deducted from your salary over the first 3 months of employment at the current rate.

All correspondence will be sent by email; please check your account regularly including your Junk/SPAM folders

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.