Booking and Scheduling Coordinator

MFT; Manchester; On-site; GBP 26,000 - 27,000; Full time

Job summary

Manchester University NHS Foundation Trust (MFT) is seeking dynamic Outpatient Coordinators to join the Booking and Scheduling Team at the University Dental Hospital, Manchester. You will handle clinic bookings, phone lines and reception duties, delivering a first-class service while maintaining accurate patient records.

The role requires strong IT skills, excellent communication, and the ability to work independently while supporting the team and contributing to timely patient pathways within

Qualifications

• GCSE or equivalent and administrative experience.
• Experience dealing with members of the public and providing a high level of service.
• Experience with waiting lists, RTT knowledge, and booking/scheduling processes.

Responsibilities

• Coordinate, book and cancel clinics ensuring accurate scheduling.
• Provide telephone service and record incoming calls.
• Maintain patient records and ensure accessibility in the clinical area.
• Assist in induction training and day-to-day supervision of staff.
• Contribute to team practices to improve efficiency and service quality.
• Manage waiting lists and ensure theatre lists align with capacity and targets.
• Utilise hospital systems such as HIVE to manage patient pathways.

Skills

Booking & Scheduling

Customer service

MS Office

IT skills

Education

GCSE or equivalent

Tools

HIVE

Job description

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Main area Booking and Scheduling Grade NHS AfC: Band 3 Contract Permanent Hours Full time - 37.5 hours per week (Monday to Friday) Job ref 349-LCOD-8288288-RL4

Site University Dental Hospital of Manchester Town Manchester Salary £25,760 - £27,476 Per Annum (Pro Rata) Salary period Yearly Closing 25/10/2026 23:59

Job overview

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 includesclose 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.

Main duties of the job

• 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.

Working for our organisation

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.

Detailed job description and main responsibilities

IMPORTANT CANDIDATE INFORMATION

To find out more about the key responsibilities and the specific skills and experience you’ll need for this role, take a look at the Job Description & Person Specification attachments under the ‘Documents to download’ heading.

Explore Inside MFT – Your Candidate Place

To help you feel confident, prepared and fully informed before you apply, we invite you to explore Inside MFT – Your Candidate Place. This welcoming one‑stop hub gives you a real sense of who we are, what we stand for, how we reward and support you, and the many ways we care for you as you care for others. You’ll also find practical hints and tips for submitting a great application, along with the essential information you need to know before you apply.

To access Inside MFT – Your Candidate Place, simply click on the relevant PDF document under the ‘Documents to download’ heading and once opened, you can either scan QR code or click on the link provided.

We welcome applications from a wide range of backgrounds and experiences.
To help us manage applications fairly and give each one the time it deserves, our adverts may close early if we receive a high level of interest. Early applications are therefore encouraged.

Diversity Matters
MFT is committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation are encouraged to apply for this post. As an inclusive employer, we are here to support you. If you have any special requirements to help you with your application, please contact the manager named below.

Use of Artificial Intelligence (AI) in your application

Here at Manchester University NHS Foundation Trust, we’re proud to be ALL HERE FOR YOU, for our patients, our communities, and each other.
As part of our commitment to fairness, transparency, and personal integrity, we ask all applicants to ensure that their job applications reflect their own experiences, skills, and motivations. While AI tools can support spelling, grammar, or formatting, we expect that the content of your application, especially personal statements and responses to role specific questions is written by you. This helps us get to know the real you and ensures that our recruitment process remains equitable and meaningful for everyone.

Thank you for helping us uphold the values that make our Trust a place where people belong, grow, and thrive. We look forward to receiving your application.

Disclosure and Barring Service (DBS) check

As part of our commitment to safeguarding patients and staff, many roles at Manchester University NHS Foundation Trust (MFT) require a Disclosure and Barring Service (DBS) check. This is a standard process across the NHS and helps us ensure a safe environment for everyone.

What is a DBS Check?

A DBS check is a background check that reveals any criminal convictions, cautions, reprimands, or warnings. The level of check required depends on the role:

Standard DBS: Checks for spent and unspent convictions, cautions, reprimands, and final warnings.

Enhanced DBS: Includes the above, plus any additional information held by local police that’s considered relevant to the role.

Enhanced with Barred Lists: Includes all of the above, plus checks against the children’s and/or adults’ barred lists.

Who Needs a DBS Check

Most roles involving direct patient contact, working with children or vulnerable adults, or access to sensitive information will require a DBS check. The job advert and recruitment team will let you know if this applies to your role.

The Costs for a DBS

At Manchester University NHS Foundation Trust (MFT), roles that require a DBS check are subject to a cost recovery policy. This means that the cost of submitting and processing a DBS application if you are successful and join us, will be deducted from your salary within the first three months of employment. If, however, you withdraw from a conditional offer after the DBS process has begun, you will still be liable for the cost incurred.

Candidates are also expected to register with the DBS Update Service which must be completed within 30 days of the certificate being issued. This helps streamline future employment checks and supports safer recruitment practices. For more information, please visit the DBS Update Service.

Person specification

Education, Experience and Skills

• Educated to GCSE standards or equivalent
• Experience dealing with members of the public
• Familiarity in an administrative procedures
• Working as part of a team
• Previous waiting list management experience
• Previous booking and scheduling experience
• Good keyboard and IT skills
• Ability to prioritise workload
• RTT and waiting list knowledge
• Experience of working with a MDT
• Works well under pressure
• Compotent with Microsoft office
• Experience using hospital systems such as HIVE

Employer certification / accreditation badges

This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.

Name Benjamin Gross Job title Operational Manager Email address [e-mail] Telephone number 01615296353 Additional information

Jackie Kitchen, [e-mail] 01615296354