Booking and Scheduling Coordinator | Manchester University NHS Foundation Trust

Manchester University NHS Foundation Trust; Manchester; On-site; GBP 25,000 - 30,000; Full time

Job summary

A leading healthcare provider in Manchester is seeking a Booking and Scheduling Coordinator to manage patient bookings for clinic appointments and surgeries. The ideal candidate will have excellent communication and customer service skills, along with the ability to prioritize duties effectively. They will play a vital role in ensuring all scheduling is handled smoothly, contributing to a positive patient experience. This position requires someone who thrives in a busy environment and values teamwork.

Benefits

Pathways for development

Collaborative culture

Employee wellbeing support

Qualifications

• Previous experience in a customer-focused environment.
• Ideally knowledgeable about the NHS environment.
• Highly motivated and able to remain calm under pressure.

Responsibilities

• Ensure all referrals are entered onto the correct outpatient waiting list.
• Verify and amend patient files on the Electronic Patient Record System.
• Schedule urgent referrals according to clinical staff guidelines.
• Issue acknowledgment letters to patients.
• Regularly validate outpatient waiting lists for compliance.
• Receive patient calls to arrange appointments.

Skills

Excellent communication and interpersonal skills

Ability to work under pressure

Organizational skills

Customer service skills

Tools

Electronic Patient Record System (HIVE)

Job description

Do you have excellent communication and interpersonal skills, lots of initiative, drive and enthusiasm and a real desire to be part of a consistently developing service? Are you hard working, friendly and committed to delivering a high standard of customer care? Then read on!

Professionals working in patient scheduling at MREH are responsible for the careful planning and booking of patient activity for clinic appointments and surgery.

Scheduling team members will use knowledge of local and national waiting list regulations to effectively prioritise competing pressures which will include availability of the patient to attend, clinical staff, physical space as well as a patient’s clinical need. The skill of efficient scheduling is to synchronise and balance patient needs with hospital resources to book patient activity in advance as well as to react to very short notice changes. Organisation is a key attribute of professionals in patient scheduling as they facilitate the smooth running of clinics and theatre activity through the effective booking of patients.

Scheduling professionals are often the first point of contact from the hospital to the patient, thus exceptional customer service skills are essential to ensure that the patient journey is a positive experience.

We are looking for a Booking and Scheduling Coordinator; someone who’s not afraid of change. In fact, we want someone who truly embraces change and innovation and wants to join a diverse team in a busy but rewarding department where they can work both independently and as part of the multi-disciplinary team. We are looking for people with previous experience in a customer focused environment and ideally with a working knowledge of an NHS environment, along with its partner organisations. The candidate must be highly motivated and be able to remain calm under pressure as the work will be challenging but extremely varied too.

Responsibilities

• Responsible for ensuring that all prioritised referrals received from consultants are entered onto the correct outpatient waiting list.
• From information provided by the patient, letters, files, clinic lists etc. verify and amend files on the Electronic Patient Record System (HIVE) as necessary with patient details such as name, address, date of birth and GP.
• Schedule urgent referrals within the timescales identified by clinical staff.
• Issue acknowledgement letters to all patients on the outpatient waiting list.
• Validate the outpatient waiting lists on a regular basis to ensure that patients are offered appointments within the required waiting time in line with national waiting time regulations.
• Receive patient calls to arrange appointments within the required waiting time.

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.

To find out more about the key responsibilities and the specific skills and experience you’ll need, take a look at the Job Description & Person Specification attachments under the ‘Supporting Documents’ heading. So that you’re even more equipped to make an informed decision to apply to us, you’ll need to take time to read the ‘Candidate Essentials Guide’ that sits with the Job Description and Person Specification. This document provides you with details about the Trust, our benefits and outlines how ‘we care for you as you care for others’. Most importantly, it also contains critical information you’ll need to be aware of before you submit an application form.

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.

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.

This advert closes on Thursday 11 Dec 2025