Ophthalmology Surgery Booking Coordinator

Ashford and St. Peter's Hospitals NHS Foundation Trust; Ashford; On-site; GBP 30,000 - 33,000; Full time

Job summary

Ashford Hospital is seeking an Ophthalmology Surgery Booking Coordinator (Band 4) to support the existing team. You will manage patient wait lists, book admission dates in line with Joint Access policy, and liaise with theatre staff.

The role requires excellent communication and IT skills, proficiency with PAS and ClickView, and the ability to handle anxious patients. This permanent full-time post offers 37.5 hours per week and NHS benefits.

Qualifications

• Experience managing and organising own workload in a busy office.
• Good written and verbal communication skills with confidentiality.
• English GCSE C or equivalent, plus A level or equivalent.
• IT qualification and ability to use NHS information systems.

Responsibilities

• Manage elective booking for Consultants and Registrars according to policies.
• Maintain patient waiting lists and ensure waiting times are within breach dates.
• Organise operation dates in order, considering case mix, instruments, age and meds.
• Rebook patients after cancellations following Trust policies (e.g., 28-day rule).
• Provide cover for colleagues during annual leave or busy periods.
• Communicate with patients, answer queries, and generate letters with feeding instructions and transport details.

Skills

Experience managing workload

Office environment experience

Communication skills

Confidentiality

Education

English GCSE C or equivalent

A level or equivalent experience

IT Qualification

Tools

PAS system

ClickView

Job description

Main area Administration Grade Band 4 Contract Permanent Hours Full time - 37.5 hours per week (Monday - Friday) Job ref 323-AC2348-SK-A

Employer Ashford and St. Peter's Hospitals NHS Foundation Trust Employer type NHS Site Ashford Hospital Town Ashford Salary £29,812 - £32,715 pa, inc. HCAS Salary period Yearly Closing 15/09/2026 23:59 Interview date 22/09/2026

Ophthalmology Surgery Booking Coordinator

Band 4

Job overview

Ophthalmology we currently have a vacancy for a Surgery Booking Coordinator at Ashford Hospital to support the current established team.

The Surgery Booking Coordinator will act as an essential point of contact for all patients wait listed for a surgical procedure. In this role you will have a vital role in ensuring patients are booked in line with the Trust’s Joint Access policy. If you have excellent communication and IT skills, you are not phased dealing with patients who may be anxious and have many queries, then

Responsible for contacting patients using persuasive and negotiating skills in agreeing a date for admission in accordance with the Joint Access Policy.

Management of pre-assessment bookings and outcomes on fitness from clinical teams to ensure patients booked in priority and chronological order for surgery.

Responsible for providing excellent communication and information to patients coming in for surgery.

Confident in communicating and managing queries form theatre teams and surgeons.

Working for our organisation

Ashford and St. Peters Hospitals NHS Foundation Trust is the largest provider of acute hospital services to Surrey residents, serving a population of 410,00 people and employing approximately 4,800 staff.
Our vision is to provide an outstanding experience and best outcomes for patients and the team. We are committed to providing continuous professional development and flexibility to deliver our workforce plan.
We work in partnership with Royal Surrey Hospital NHS Foundation Trust through a collaborative Group Model, supporting joined-up services, workforce flexibility and development opportunities.
St Peter’s Hospital delivers complex medical and surgical care, maternity and emergency services. Day and Orthopaedic surgery, ophthalmology and outpatient services are delivered at Ashford Hospital. Additional services are delivered at Woking Community Hospital.
Our Values provide us with the behaviours we respect and can commit to. By living our values through our everyday interactions, we can build a stronger, more resilient, and forward- thinking organisation, guiding us to achieve success and make a positive impact on how we deliver our services.
We can offer you the full range of NHS benefits and discounts.
For more information about careers at ASPH please visit:
www.asph-careers.org

Detailed job description and main responsibilities

MAIN DUTIES AND RESPONSIBILITIES OF THE POST:

Organisational Management

1.The post holder will manage elective Booking for Consultants and Registrars working to clearly defined policies.

2.To be responsible for managing the patient waiting lists ensuring patients are dated within their waiting time breach dates.

3.To be responsible for organising operation dates with patients in strict order of the waiting list, taking into account case mi, instrument availability, age medication, surgeon etc.

4.To be responsible for managing the rebooking of patients if there are cancelled operations ensuring the relevant Trust policies are followed when re-booking patients (for example28 day rule).

5.In addition to own workload the post holder will be expected to provide cover for colleagues in the office during annual leave, sick leave and during busy periods where there is an imbalance of work.

Communication

1.Be responsible for contacting patients using persuasive and negotiating skills in agreeing a date for admission in accordance with the Patient Choice Policy.

2.Be responsible for providing excellent communication and information for patients coming in for surgery. Responsible for generating correct letters to patients explaining details of correct feeding instructions, information regarding medication, transport and sending appropriate information leaflets.

3.Liaise with the pre-assessment booking team to ensure pre-assessment appointments for patients booked in a timely fashion, so as not to delay surgery. Acting upon the outcome of the pre-assessment if patient deemed unfit to proceed.

4.Be responsible for all correspondence with patients, all telephone and face to face enquiries from patients and relatives using tact and diplomacy; analyse and resolve patient problems.

5.The post holder must be prepared to telephone patients/consultants about contentious issues, such as operations cancelled, re-arranging lists due to beds not available or breach issues.

Management of Information

1.The postholder must be fully conversant and competent in thefeaturesof patients’ administration system (PAS), and ClickView which supports all aspects of the management of the waiting lists.

2.The postholder must be conversant with government NHS guidelines and Trust Policy in all aspects of waiting list management.

3.Be responsible for data entry of TCI forms onto the PAS system within 3 working days of receipt.

4.Be responsible for intended procedure codes to be correctly entered onto the PAS system.

5.Be responsible for all relevant patient information, clinical and non-clinical to be recorded correctly onto the PAS system and to seek advice and information when this is not evident.

6.Be responsible for the quality and integrity of information concerning patients kept on PAS and all other patient information systems.

Person specification

Experience

• Experience managing and organising own workload. Experience within an environment undergoing change. Experience of working within a busy office environment, and dealing with conflicting demands. Good written and verbal communication skills Able to deal sensitively and tactfully with all contacts and maintain confidentiality.
• An understanding of the present issues facing the NHS

Qualifications

• English GSCE grade C or equivalent
• A level or equivalent experience
• IT Qualification

Skills

• Must be able to demonstrate, in relation to patients, visitors, colleagues and other individuals connected with the Trust and NHS: You have knowledge & awareness of diversity and human rights as appropriate to your role You are able to communicate effectively to ensure high standards of care, treatment, service or support as appropriate to your role, Patient facing roles -be able to understand an individual’s communication, physical & emotional needs; recognise their needs and preferences Able to provide a customer focussed service

Other

• Other requirements Able to demonstrate that you are honest, reliable and trustworthy Treat patients, visitors, colleagues with respect Ability to travel between Trust sites Ability to be flexible to meet the needs of the team, the service and the Trust

Certificate of Sponsorship
In line with UKVI guidance, we are unable to provide a Certificate of Sponsorship for Band 2 and Band 3 roles.

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.