Booking Coordinator - 2 Week Wait

Transformation Unit; Warwick; Remote; GBP 26,000 - 27,000; Full time

Job summary

South Warwickshire University NHS Foundation Trust is seeking a full-time Booking Coordinator to provide maternity cover on a fixed-term basis. You will manage 2WW bookings, liaise with patients and multidisciplinary teams, and ensure timely access to cancer pathways.

The role requires strong clerical skills, experience with the PAS system, and the ability to work in a fast-paced hospital setting. A DBS check may be required, with probation and flexible working options discussed at interview.

Qualifications

• NVQ level 2 Customer Service/ Administration
• ECDL or RSA Stage II/III Typing
• NVQ 3 Customer Service/ Administration

Responsibilities

• Negotiate with patients to attend Outpatients appointments, using agreed protocols
• Ensure relevant patient information is recorded on the PAS system and updated
• Manage waiting lists and ensure adherence to the waiting list policy
• Provide cross-coverage for colleagues within the Department
• Liaise with clinics and staff to ensure efficient running of clinics

Skills

Clear communication

Interpersonal skills

Initiative

Workload management

Multitasking

Professionalism

Confidentiality

Adaptability

MS Office (Outlook/Excel/Word)

Education

NVQ level 2 Customer Service/ Administration

ECDL or RSA Stage II/III Typing

NVQ 3 Customer Service/ Administration

Tools

Outlook

Excel

Word

Job description

Main area Patient Access Services Grade Band 3 Contract Fixed term: 12 months (Maternity Cover) Hours Full time - 37.5 hours per week (Monday - Friday (1 Late evening to 6 pm)) Job ref 203-EL1238

Employer South Warwickshire University NHS Foundation Trust Employer type NHS Site Saltisford Office Town Warwick Salary £25,760 - £27,476 per annum Salary period Yearly Closing 08/10/2026 23:59

Booking Coordinator - 2 Week Wait

Band 3

South Warwickshire University NHS Foundation Trust is one of the top performing organisations within the NHS. Our staff think this is a great place to work and we hope you will agree. We have recently been rated as 'Outstanding' by the Care Quality Commission (CQC) following our most recent inspection. We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the whole county. This includes our Community Teams in North Warwickshire.

We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity. Over 6000 people work for the Trust and many of them have been here a long time. People find they don’t need to go elsewhere to find a fulfilling career in healthcare. The first thing you will notice about us is how we take our values seriously. We believe that our values underpin everything we do. If you are interested in a role with us you need to make sure our values match your own. Our values can be summed up in one sentence. We are ‘Trusted to provide inclusive, safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.

Disclosure and Barring Service (DBS) Checks

Many of the roles we advertise have a requirement for a DBS check to be carried out. If you are successful for a role and it requires a DBS check the Trust will carry out the initial check and subscription to the DBS Update Service, however successful candidates will be expected to cover the associated costs . Details of this will be sent to successful candidates in their offer letter.

Probationary Period

All new staff to the Trust will be subject to a standard 3 month probationary period, the details of which will duly follow in your contract of employment.

Equality, Diversity, and Inclusion

South Warwickshire University NHS Foundation Trust is committed to creating and sustaining a positive and inclusive working environment for all our employees. Our aim is to ensure that employees are equally valued and respected and that our organisation is representative of all members of society. We define diversity as valuing everyone as an individual – we value our employees, job applicants, students, patients and visitors as people. This is reflected within our values of being Inclusive, Safe, Effective, Compassionate and Trusted.

As part of our commitment to Equality, Diversity and Inclusion we encourage all applicants to complete a short survey. This can be accessed via the link below:

We appreciate you completing the survey.

Agile and Flexible Working

All our staff will have a work base. However the Trust operates as an Agile Working Team therefore staff may be working from home on a regular basis as required by the service. However, occasionally travel around Warwickshire and into your base will be required so access to your own transport would be helpful. The Trust also welcome staff to work flexibly and we would welcome the conversation at interview regarding flexible working. The Trust offer a wide range of additional benefits to staff. Anyone who joins us on a substantive basis can assess things such as the Lease Car Scheme, Electronics Scheme, Discounted Leisure and Travel, Cycle to work scheme amongst many others available.

Car Parking

The Trust currently have limited availability of car parking spaces, as such are operating a waiting list for new starters joining the organisation.

To keep up to date on our latest recruitment activity follow us on twitter @swftrecruit or look us up on Facebook (Recruitment - South Warwickshire NHS Foundation Trust).

The Trust will only consider sponsoring staff for certain roles, however this will be considered on a case by case basis in line with current legislation. As an employer we are unable to offer sponsorship to all roles in particular we cannot offer sponsorship for roles below Band 5.

Job overview

An exciting opportunity has arisen for a full-time Booking Coordinator within the Patient Access Team to provide maternity cover on a fixed-term contract for 12 months.

Main duties of the job

Working full-time, Monday to Friday, with one late evening each week until 6:00 pm, you will play a key role within the Patient Access 2WW Team. The successful candidate will provide comprehensive administrative support, liaise with patients and multidisciplinary teams, and contribute to the efficient management of urgent cancer referral pathways. This is an excellent opportunity to be part of a dedicated team focused on delivering a high-quality, patient-focused service and supporting timely access to treatment.

Working for our organisation

Come and join a Trust rated Outstanding by the CQC. South Warwickshire University NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further. In addition our staff survey results have placed us 4 th in the country for recommended place to work.

We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity. Our values can be summed up in one sentence. We are ‘Trusted to provide safe, inclusive, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.

As part of our commitment to Equality, Diversity and Inclusion we encourage all applicants to complete a short survey. This can be accessed via the link below:

We appreciate you completing the survey.

Detailed job description and main responsibilities

To show a caring and professional approach towards patients, relatives andcarers. Negotiate with patients to attend their Outpatients appointments, workingwithin agreed protocols either through face to face contact or via thetelephone, including any changes to pre-planned dates. Ensure all relevant patient information is recorded on the Trust’s PAS system and updated accordingly. Work flexibly and provide cross cover for colleagues in the Department.

Deal with day-to-day enquiries from patients, Managers and other staff within the Trust in a professional and calm manner. To check incoming email boxes on a daily basis to keep up to date with Department and Trust wide news and information. Outpatient Booking Management

Strict adherence to sequential TWW booking, access booking times and the waiting list policy is essential. Ensure any patients who have not responded to invite letters, or do not attend, are dealt with in line with the Patient Access Policy. Ensure patients on a 2 week wait pathway are treated within national cancertarget requirements. Communication Ensure patients are sent appropriate communication regarding their appointments i.e. confirmation letter to patient, reschedule letter, along withany relevant information. To provide non clinical advice regarding procedures & processes to the patient as per their individual requirements. To seek further advice from theConsultant or Nursing staff if required. Liaise with patients to ensure they receive relevant information regardingthe booking process with telephone & Email contacts. Liaise with all staff regarding clinics and appointments to ensure the efficientrunning of all clinics. Service Improvement/ Team Development Be involved in the development & revision of protocols & processes as required. To participate in the training and induction of new starters and work experience Data Quality Ensure any data entries are accurate and good record keeping is maintained at all times. Ensure waiting lists are regularly validated to ensure these are accurate Monitor patient pathways to ensure patients don’t breach the Elective pathway.

Person specification

Qualifications

• NVQ level 2 Customer Service/ Administration


• European Computer Driving Licence (ECDL) or RSA Stage II/III Typing.


• NVQ 3 Customer Service/ Administration

Experience

• Previous clerical experience

Skills

• Articulate and able to communicate clearly: verbally and written


• Good interpersonal skills – able to work as a team


• Able to use initiative and show practical skills and dexterity.


• Competent to communicate with all grades of staff and public


• Knowledge and use of outlook, excel and word


• Ability and experience in managing own workload


• Demonstrates initiative and use of innovative and lateral thinking in problem solving.


• Good analytical skills to ensure good knowledge and experience in balancing theatre lists/clinic mix


• Knowledge of Patient Administration System.


• Good understanding of clinical procedures in order to manage waiting list.


• Knowledge of Medical terminology.

Personal Qualities

• Responsible and reliable


• Able to use own initiative


• Able to work effectively as a team member


• Co-operative and flexible


• Recognises own limitations


• Receptive to change


• Professional manner.


• Adhere to patient confidentiality


• Able to work under pressure and meet deadlines


• Able to implement new ideas to benefit patients, staff and working environment

Other

• Keen to develop personal skills


• Demonstrate ability to work flexibly and ability to multi task

IMPORTANT INFORMATION

Sometimes we get a lot of applications for our roles. On those occasions we might close the job early. If you don’t want to miss out we recommend submitting your application as early as possible.

The Trust use an Applicant Management System called TRAC which helps us manage the recruitment process. All communications regarding your application will come via TRAC (even if you applied via NHS Jobs).

Please check your TRAC account regularly and ensure your email is set up to accept messages so they don't go into your junk/spam folder.

We aim to shortlist all vacancies within 2 days of the vacancy closing, we will get back to all candidates ASAP.

Please ensure all sections of the application form are completed fully. Please particularly ensure that you provide full details of all referees including business email address, telephone contact details and postal address.

South Warwickshire University NHS Foundation Trust is an equal opportunities employer who is committed to Equality and Diversity and does not tolerate discrimination or harassment on the grounds of any protected characteristic as defined by the Equality Act 2010.

All South Warwickshire University NHS Foundation Trust sites are smoke free. We feel it’s a great way to help our patients, visitors and staff stay healthy.

The Trust is part of a ‘Foundation Group’ through a strategic alliance with Wye Valley NHS Trust, George Eliot Hospital NHS Trust and Worcestershire Acute Hospitals NHS Trust. This partnership is great for the sustainability of all four organisations and allows us to share learning and maximise opportunities to ensure the delivery of high quality health and care services for our local populations.