Booking Administrator

University Hospitals Coventry and Warwickshire NHS Trust; Coventry; On-site; GBP 21,000 - 27,000; Full time

Job summary

University Hospitals Coventry and Warwickshire NHS Trust is seeking three Booking Administrators to provide administrative, booking and customer service support to facilitate access to outpatient services. The role supervises Band 2 staff and helps implement standardised booking procedures to improve efficiency.

The post will involve coordinating appointments, maintaining patient records and liaising with clinical teams to optimise clinic capacity. Interviews start late November 2026.

Qualifications

• ECDL or NVQ2 in Administration or equivalent
• Key Skills Level 2 in literacy or equivalent
• Experience with Microsoft Office packages and NHS IT systems

Responsibilities

• Coordinate, book, amend and cancel outpatient appointments using Trust systems and agreed booking procedures.
• Supervise the day-to-day workload of Band 2 booking support staff.
• Maintain spread sheets and databases including regular information reports.
• Ensure patient appointment information is up to date and accurate with continuous administrative validation.

Skills

Excellent organisational skills

High accuracy

Verbal and written communication

Problem solving

Teamwork

Education

ECDL or NVQ2 in Administration or equivalent

Key Skills Level 2 in literacy or equivalent

Job description

University Hospitals Coventry and Warwickshire NHS Trust

Booking Administrator

The closing date is 19 November 2026

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.

About us

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.

We are proud to be recognised as a Pathway to Excellence designated organisation - Pathway To Excellence - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)

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.

Job responsibilities

The overall activities of the post-holder will include: 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.

Qualifications

• oECDL or equivalent experience oNVQ2 in Administration or equivalent oKey Skills Level 2 in literacy or equivalent

Experience

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

Knowledge

• oThorough working knowledge of Microsoft Office packages i.e. Outlook, Word, Excel oExcellent understanding of general office working procedures
• oAwareness of current issues within the NHS oExperience of NHS IT systems

Skills

• oExcellent organisational skills oMaintains a high level of accuracy oExcellent level of verbal and written communication. oEmpathetic approach to resolving enquiries. oAbility to prioritise and organise own workload oAble to track information oSound decision making skills. oAbility to demonstrate good persuasion and influencing skills. oAble to use judgement and initiative to provide information and support. oAble to apply tact and sensitivity to establish trust and confidence. oConfident in managing difficult and distressing situations effectively. oAbility to analyse problems and initiate appropriate solution effectively.

Commitment to Trust Values and Behaviours

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

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.

Employer name

University Hospitals Coventry and Warwickshire NHS Trust

Address

University Hospitals Coventry and Warwickshire

University Hospitals Coventry and Warwickshire