Clinic Coordinator

Royal United Hospitals Bath NHS Foundation Trust; Bath; On-site; GBP 26,000 - 27,000; Full time

Job summary

Royal United Hospitals Bath NHS Foundation Trust is seeking a Clinic Coordinator to join our Outpatient Booking Team in Bath. The role involves booking and rescheduling outpatient appointments, handling queries, and performing essential administrative tasks to support safe, efficient care.

As a Band 3 NHS role, you will manage partial or full-booking processes, work Monday to Friday (37.5 hours), and coordinate with the Call Handling Team to provide a friendly, professional patient experience

Qualifications

• NHS experience required.
• Experience in administration and customer service preferred.
• Knowledge of RUH systems desirable.

Responsibilities

• Book patients and manage partial or full booking for outpatient clinics.
• Ensure bookings meet local, regional and national access targets.
• Respond to changes such as cancellations and annual leave.
• Generate and post booking letters for designated specialties.
• Liaise with GP practices to retrieve missing referrals.

Skills

NHS experience

Administration experience

Knowledge of RUH systems

Job description

Main area Clinic co-ordinator Grade NHS AfC: Band 3 Contract Permanent: 37.5 hours full time post Hours

• Full time
• Part time

37.5 hours per week (Monday to Friday no weekends and no Bank Holidays) Job ref 427-8339987

Employer Royal United Hospitals Bath NHS Foundation Trust Employer type NHS Site Royal United Hospital Town Bath Salary £25,760 - £27,476 per annum Salary period Yearly Closing 29/10/2026 23:59

Clinic Coordinator

NHS AfC: Band 3

Job overview

Join Our Outpatient Booking Team as a Clinic Coordinator

An exciting opportunity has come up to join our established and friendly a Outpatient Booking Team here at the Royal United Hospital in Bath. If you’re passionate about great customer service, enjoy working in a busy environment, and love helping people, this could be the perfect role for you.

As a Clinic Coordinator, you’ll play a key part ensuring our patients have a smooth and positive experience from the very start of their journey. You’ll be responsible for booking and rescheduling a wide range of outpatient appointments, supporting callers with their queries, and carrying out essential administrative tasks that help us deliver safe, efficient and high‑quality care.

We’re looking for someone who:

• Has excellent customer service and communication skills
• Is organised, accurate and confident using administrative systems
• Can stay calm and professional under pressure
• Works well as part of a supportive, fast‑paced team
• Brings compassion and a positive approach to every interaction

You’ll be working closely with colleagues in the Call Handling Team and across the department, patients receive a friendly, professional and seamless service.

Previous experience in customer service or a busy administrative environment would be an advantage, we’re looking for someone who is motivated, adaptable and committed to delivering outstanding patient care.

If this sounds like you, we’d love you to join our team.

Main duties of the job

As a key member of the Trust’s Outpatient Booking Centre, you will play an essential role in supporting the smooth and efficient delivery of outpatient services. You will be responsible for managing and operating the partial or full‑booking process for specific outpatient specialties, ensuring patients are scheduled within local, regional and national access targets, including RTT pathways.

In this role, you will help ensure patients receive timely appointments, contribute to high‑quality care, and support the Trust in meeting important performance standards.

If you're organised, customer‑focused and keen to make a real difference to patient experience, we’d love to hear from you.

Working for our organisation

We are proud to be part of BSW Hospitals Group - a formal partnership between the Royal United Hospitals Bath NHS Foundation Trust, Great Western Hospitals NHS Foundation Trust and Salisbury NHS Foundation Trust. With a combined workforce of over 17, 600 colleagues, and budget of 1.6 billion the Group is united by a common purpose to deliver the best possible care to over 1 million people.

We are creating a health and care system that works with the people we care for, reducing the differences people currently face in access, experience and outcomes, improving the experience of our colleagues and tackling shared challenges like sustainability and finances. Every improvement we make across our Group will be guided by what creates the greatest benefit for our colleagues, our patients, our communities and our partners.

By working together, we make a real difference for our patients, each other, and our community. Every role matters in delivering the exceptional, person‑centred care we’re proud of.

We’re committed to a compassionate, inclusive culture where kindness is championed, differences are valued, and diversity makes us stronger.

We want to support you to thrive, taking your career to its full potential. We prioritise staff wellbeing – and yes, we even have a pool!

Detailed job description and main responsibilities

• To book patients according to the Trust Effective Management of Waiting List
• To maximise clinic utilisation, ensuring patients are booked according to the timescales within the Trust Effective Management of Waiting Lists Policy.
• To have responsibility for the management of clinics templates within a designated specialty including responding appropriately to changes, eg clinic cancellations, annual leave, sickness and additional clinics.
• To manage the specialty patient targeting list (PTL) by tracking, booking and closing patient episodes – ensuring all patients are booked by the agreed deadlines and according to local, regional and national outpatient access targets.
• To generate and post partial booking letters for the designated specialty in accordance with the Trust Effective Management of Waiting Lists Policy.
• To expedite appointments for patients ‘upgraded’ during the triage process – cancelling and re-booking as necessary to achieve targets – including the Cancer target.
• To liaise with GP practices to retrieve missing referrals or gain additional information when necessary.
• To inform the Clinic Coordinator Manager when capacity is not available to book patients within the agreed ‘step-down’ targets.
• To cross-cover other specialties as required in event of absence of colleagues.
• To generate and post partial booking letters for the designated specialty in

Person specification

• NHS experience
• Experience of working in an administration role
• Knowledge of RUH systems

Specific skills

• Experience of working in a team
• Ability to remain impartial and non-judgemental during conflict of sensitivity, stress and conflict.

Please note - Due to recent changes in UK immigration and visa rules applicants who do not currently have the right to work in the UK may not be considered unless an alternative right to work solution can be provided. Candidates requiring sponsorship (or will need sponsorship at the end of a current visa e.g. those with graduate visa's) should reviewthe eligibility criteria on the gov.uk website before applying: Prove your right to work to an employer: Overview - GOV.UK

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.