Booking and Scheduling Coordinator

Manchester University NHS Foundation Trust; Manchester; On-site; GBP 21,000 - 26,000; Full time

Job summary

Manchester University NHS Foundation Trust (MFT) invites dynamic individuals to join the Outpatient Coordinators and the Booking and Scheduling Team based at University Dental Hospital, Manchester.

As an Outpatient Coordinator you will facilitate bookings, manage telephone lines and provide a welcoming clinic reception, while supporting the Booking and Scheduling Team with inpatient waiting lists and theatre lists to maximise capacity and meet trust targets.

Qualifications

• Ideally have administration experience and good communication and organisational skills.
• Must be able to use your own initiative, be flexible and work independently.
• Duties include facilitating appointment bookings and covering outpatient phone lines and clinic reception.
• Base at University Dental Hospital, Manchester.
• Join MFT and Oxford Road Campus, largest health academic campus in Europe.

Responsibilities

• Prepare, coordinate and cancel clinics, including booking, cancelling and re-booking appointments.
• Provide a telephone service, answer and record calls.
• Oversee reception service with staff and patients.
• Assist in induction training and supervise staff.
• Contribute to best practice and improve team working practices.

Skills

IT skills

Communication

Prioritisation

Customer service

Administration

Organisational skills

People skills

Tools

HIVE system

Booking system

Job description

We are looking for dynamic individuals to join our Outpatient Coordinators team and our Booking and Scheduling Team based at University Dental Hospital within Manchester University NHS Foundation Trust.

For those hired as Outpatient Coordinators, duties will include facilitating appointment bookings for patients as well as covering the outpatient phone lines and clinic reception as required.

You should have good IT skills, be an excellent communicator and be able to prioritise your own workload. You should also enjoy working with people to provide a first class service.

You will ideally have administration experience, good communication and organisational skills. You must be able to use your own initiative, be flexible and work independently.

The post holder supporting the Booking and Scheduling Team will be proactively managing the Inpatient waiting lists for the Dental team.

This includes close monitoring of patient’s pathways waiting times and pathways to enable us to achieve the Trust key targets. It will also ensuring that theatre lists are scheduled to maximum capacity with the right patient cohorts and adherence to the Trusts Patient Access Policy.

The vacancies will be based at the University Dental Hospital, Higher Cambridge Street.

Outpatient Coordinators

• Responsible for the preparation, co-ordination and cancellation of clinics, including ensuring the booking, cancelling (and re-booking) of new and follow-up appointment
• Provide a telephone service, answering and recording incoming calls
• Oversee the provision of a customer-centric reception service, communicating effectively with staff and patients
• Assist in the induction training of new staff members and the day-to-day supervision of staff in general.
• Contribute to best practice and assist in developing working practice in the team to deliver efficient and effective service
• Responsible for creating and maintaining patient records within the clinical area and ensuring their appropriate availability.
• Collate, file and photocopy documents including letters, investigation results, blood reports, etc.

Booking and Scheduling

• Ensure that Elective inpatient procedures are listed accurately
• Managing elective patient work queues, ensuring patients have been sent a pre-op questionnaire
• Take necessary action/escalation in response to problems where it is identified that a patient’s circumstances have the potential to breach waiting times.
• Respond to any urgent referrals which get postponed.
• Analysing weekly data provided by the HIVE system.
• Use own initiative to foresee potential problems and report them to the Team Leader.
• Ensuring cancelled patients are replaced appropriately on the theatre lists.

Join Manchester University NHS Foundation Trust (MFT), the largest provider of specialist services, and our Oxford Road Campus in Manchester, the largest health academic campus in Europe – a great place to shape your career.

With a workforce of over 30,000 colleagues, we work together to deliver exceptional care to more than 1 million people every year.

Behind every patient cared for are people like you - keeping services running smoothly, supporting clinical teams, and helping create safe, welcoming environments for patients and our people alike.

At MFT, we believe in the power of teamwork, respect, and inclusion. Our People Plan reflects our commitment to making MFT a place where everyone feels they belong, where your ideas are heard, and your contribution is truly valued. Join us and work smarter with our digital technology and thrive in a collaborative culture that empowers you to deliver your best to ensure that your work behind the scenes creates seamless, high-quality care and exceptional patient outcomes.

Whether you're just starting out or looking to grow, we offer clear pathways for development and a culture that supports your wellbeing, ambition, and success. Everything you do makes a real difference to the lives of others.

At MFT, your role matters, your impact is real, and you’re part of something bigger from day one.

For further details / informal visits contact: Name: Benjamin Gross Job title: Operational Manager Email address: [e-mail] Telephone number: 01615296353

Jackie Kitchen, [e-mail] 01615296354