Booking Coordinator - Ophthalmology

South Warwickshire University NHS Foundation Trust; West Midlands; On-site; GBP 23,000 - 27,000; Full time

Job summary

South Warwickshire University NHS Foundation Trust is seeking three full-time Booking Coordinators for Ophthalmology. You will manage patient bookings for Outpatients and day surgery, using the PAS system and handling enquiries with a patient-focused approach.

These Band 3 roles require enthusiasm, organisation and a commitment to high-quality service. You will join a busy Ophthalmology team and contribute to timely scheduling across inpatient and outpatient pathways.

Qualifications

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

Responsibilities

• Negotiate patient appointments for Outpatients and day surgery/in-patient procedures, following protocols.
• Ensure patient information is recorded on the PAS system and updated.
• Be the point of contact for booked admission enquiries from patients.
• Work flexibly and provide cross-cover for colleagues in the Department.
• Deal with day-to-day enquiries from patients, Consultants and staff in a professional manner.
• Inpatient/Outpatient booking management and theatre list preparation.

Skills

Customer service

Teamwork

Organisational skills

Communication

Problem solving

Education

NVQ level 2 Customer Service/Administration or equivalent

ECDL / RSA Typing (Stage II/III)

NVQ level 3 Customer Service/Administration or equivalent

Tools

Outlook

Excel

Word

Job description

South Warwickshire University NHS Foundation Trust

Booking Coordinator - Ophthalmology

The closing date is 19 November 2026

We are excited to offer three full-time opportunities to join our busy and dedicated Ophthalmology team as Band 3 Booking Schedulers.

We are looking for enthusiastic, organised and motivated individuals who are passionate about delivering excellent patient care and providing an efficient, high-quality booking service.

These are important roles within the Ophthalmology department, supporting the smooth running of both inpatient and outpatient services. The successful candidates will play a key part in ensuring patients are booked for their appointments, procedures and treatments in a timely and efficient manner, helping to provide a positive patient experience throughout their journey.

Previous experience in a booking, administration would be advantageous. However, we are equally interested in individuals who demonstrate the right attitude, a willingness to learn and a commitment to providing an excellent service.

Main duties of the job

To work as a flexible member of a team to carry out clerical duties within the Patient Access Services giving support to patients, medical staff and the management process, maintaining an effective customer focused service.

About us

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 4th 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:

https://forms.office.com/e/ahWY3eAGM2

We appreciate you completing the survey.

Job responsibilities

Key Result Areas:Principle duties will be amongst the following dependant on area of work on the day:-Key Responsibilities:Negotiate patient appointments to attend for both Outpatients and day surgery/ in-patient procedures, working against agreed protocols either through face to face contact or via the telephone, including any changes to pre-planned dates.Ensure all relevant patient information is recorded on the Trusts PAS system and updated accordingly, including early offers of operation date.To be the point of contact in the Trust for booked admission enquiries from patients.Work flexibly and provide cross cover for colleagues in the Department.Deal with day to day enquiries from patients, Consultants and other staff within the Trust in a professional and calm manner.Inpatient /Outpatient Booking ManagementLiaise with clinicians to create a database of operation times per procedure, together with key information regarding fully utilising theatre lists.Strict adherence to sequential inpatient/outpatient booking, access booking times and the waiting list policy is essential.Book pre-operative assessment appointments as necessaryOrder any specialised equipment as necessary in a timely manner to ensure equipment is available for the list.Create and forward admissions and theatre lists to wards, theatres and other departments as necessary.Ensure any patients who have not responded to invite letters, or do not attend pre-operative assessment clinics, are dealt with in line with the Patient Access Policy.Ensure patients on a 2 week wait pathway are treated within national cancer target requirementsCommunicationEnsure patients are sent appropriate communication regarding their appointments i.e. confirmation letter to patient, reschedule letter, along with any relevant information.To provide non clinical advice regarding procedures & processes to the patient as per their individual requirements. To seek further advice from the Consultant or lead nurse if required.Liaise with patients to ensure they receive relevant information regarding the booking process with telephone & E mail contacts.Participate on the call handle rota, managing calls in a professional manner and assisting patients with their queries.

Person Specification

Qualifications

• NVQ level 2 Customer Service/ Administration or equivalent
• European Computer Driving Licence (ECDL) or RSA Stage II/III Typing.
• NVQ 3 Customer Service/ Administration or equivalent knowledge

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
• 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 job requirements

• Keen to develop personal skills
• Demonstrate ability to work flexibly and ability to multi task

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

South Warwickshire University NHS Foundation Trust

Address

South Warwickshire University NHS Foundation Trust

South Warwickshire University NHS Foundation Trust