Booking and Scheduling Coordinator

MFT

Urmston

On-site

GBP 20,000 - 26,000

Full time

25 hours ago

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Job summary

Manchester University NHS Foundation Trust (MFT) is seeking an admin role to support the Booking and Scheduling Team at the Trafford Elective Hub. You will manage elective waiting lists, schedule admissions, and ensure data quality across hospital systems.

The post focuses on maintaining waiting time targets and patient pathway efficiency. Based at Trafford General Hospital, you will work closely with clinical teams, manage pre-op bookings, and help replace cancelled theatre slots.

Qualifications

GCSEs or equivalent education required.
Experience dealing with members of the public.
Experience in administrative procedures.
Experience with waiting lists and booking systems.
Excellent IT and keyboard skills.
Ability to prioritise workload and work under pressure.
Experience with RTT/waiting list knowledge and MDT.

Responsibilities

Ensure elective inpatient procedures are listed accurately and dates scheduled within waiting times.
Adhere to Patient Access Policy and IT/data protection policies.
Operate Patient Administration System and other departmental computerised systems; collect data to meet DoH data sets.
Manage elective patient work queues and pre-op processes with appointments.
Coordinate pre-operative assessments and admission dates; handle changes or cancellations.
Escalate issues to avoid breaches in waiting times.
Respond to urgent referrals postponed.
Analyse weekly data from the HIVE system.
Forecast problems and report to Supervisor.
Replace cancelled patients on theatre lists.

Skills

Public interaction

Teamwork

IT skills

Prioritisation

Booking and scheduling

MS Office

HIVE hospital system

Waiting list knowledge

Pressure handling

Education

GCSEs or equivalent

Tools

HIVE hospital system

MS Office (Outlook/Word/Excel)

Job description

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The post holder will support the Booking and Scheduling Team in proactively managing the
Elective Inpatient Activity and Pre-Admission Services for the Trafford Elective Hub.
This includes supporting the delivery of performance targets, including waiting time targets and
close monitoring of patient’s pathways to enable the Trust to achieve key access targets and
completion of clinical care pathways.
Ensuring that theatre lists are scheduled to maximum capacity with the right patient cohorts and
adherence to the Trusts Patient Access Policy.

The post will be based at Trafford General Hospital, within the Trafford Elective Hub.

Main duties of the job

Ensure that Elective inpatient procedures are listed accurately, and admission dates scheduled within agreed inpatient waiting times and priorities.
Understanding and adhering to the Trusts Patient Access Policy, IT systems and data protection policies.
undertaking to use the Patient Administration System and other departmental computerised. systems. Responsible for the collection of data to meet the DoH’s (Department of Health) minimum data sets for inpatients and for ensuring that complete, accurate and timely data is recorded on the computerised systems to the highest quality standard.
Managing elective patient work queues, ensuring patients have been sent a pre-op questionnaire, they have been cohorted and a pre-op assessment booked in good time before offering a theatre date assessment before offering an admission date for surgery.
Agreeing pre-operative assessment appointments and admission dates with patients. Also, to undertake to deal with patients who wish to change or cancel their appointments or admission date.
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 Supervisor.
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.

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