Outpatient Booking Coordinator

NHS; Guildford; On-site; GBP 28,000 - 32,000; Full time

Job summary

A local healthcare provider in Guildford is looking for a Booking Coordinator to assist in managing outpatient appointments efficiently. The role involves excellent customer service, effective communication, and the ability to multi-task in a busy environment. Candidates must have GCSEs in Maths and English and previous administrative experience. This full-time position offers a salary ranging from £28,860 to £31,671 per annum. Join a compassionate team dedicated to patient care and operational excellence.

Benefits

Comprehensive health and wellbeing program

Professional development opportunities

Supportive working environment

Qualifications

• Previous administration experience.
• Experience in customer interaction and service delivery.
• Familiarity with appointment booking services and hospital procedures.

Responsibilities

• Manage the day-to-day operations of outpatient appointments.
• Make and reschedule appointments efficiently.
• Liaise with stakeholders to address booking concerns.

Skills

Communication skills

Customer service

MS Office proficiency

Multi-tasking

Education

GCSE in Maths and English (or equivalent)

NVQ Level 4 in business administration

Tools

Cerner/PAS system

Job description

Job Summary

As the Booking Coordinator, your responsibilities will include booking new/follow up appointments and clinics for various specialties within local and national booking guidelines. You will be responsible for delivering excellent customer service to patients whilst showing empathy and understanding to their situation. On a daily basis, you will use your great communication skills by liaising with outpatient reception teams, secretaries and other internal stakeholders in the hospital.

You will work in a calm, logical and methodical way, be able to multi‑task on a variety of urgent queries, and be familiar with the Data Protection Act and responsible for maintaining patient confidentiality. The department works in line with government targets around patient waiting time and would suit someone familiar with challenging but rewarding targets. The successful candidate will have clear, concise verbal and written communication skills honed from previous experience to enable accurate records and confidence in dealing with multi‑disciplinary teams, patients and carers via telephone and using the database.

You will be working within a larger team of booking coordinators and feel comfortable working towards a rewarding goal that will help patients, the hospital and reduce pressure on the NHS.

Main Duties of the Job

To assist the Royal Surrey NHS Foundation Trust in delivering a quality Outpatient Appointment service for patients, ensuring that the Trust can meet its service deliverables and national operational targets.

About Us

Royal Surrey is a compassionate and collaborative acute and community Trust. Recognising that our 5,000 colleagues are our greatest strength, we offer a comprehensive health and wellbeing program along with a commitment to developing and advancing your career. Our diverse and welcoming family will ensure you feel valued from the initial interview through your entire tenure. We are clinically led and provide joined‑up care by bridging the gap between hospital and community services alongside regional specialist cancer care. Our main acute hospital site is in Guildford with community hospital sites at Milford, Haslemere and Cranleigh. We provide adult community health services in homes across Guildford and Waverley. The Care Quality Commission (CQC) has given us an overall rating of Outstanding. Royal Surrey has a strong reputation and history to build on. We are proud of our achievements and are investing in our colleagues through our commitment to supporting professional development as well as investing more than £45 million in our physical environment and new equipment in the next few years. There has never been a better time to join us.

A video about the Royal Surrey: https://www.youtube.com/watch?v=R96pMboIYdo

Although it is not the Trust's normal practice, adverts may close early, so you are encouraged to submit an application as soon as possible.

Details

• Date posted: 16 December 2025
• Pay scheme: Agenda for change
• Band: Band 4
• Salary: £28,860 to £31,671 a year per annum pro rata – includes high cost area supplements (HCAS)
• Contract: Permanent
• Working pattern: Full‑time
• Reference number: 384-AR-EMF19642
• Job locations: Royal Surrey NHS Foundation Trust, Guildford, GU2 7XX

Job Responsibilities

To perform the role of an Outpatient Booking Coordinator, ensuring the smooth day‑to‑day operation of the appointments centre; making and rescheduling appointments for patients according to available clinic capacity, dealing efficiently with all enquiries from staff, referring practitioners, patients and other health service organisations. Ensuring full utilisation of all available outpatient clinic slots and liaising with key internal stakeholders to raise concerns when patients cannot be booked an appointment within a timely manner. The post holder should have the ability to manage and prioritise their workload whilst working under pressure, and to communicate with staff at all levels.

Person Specification

Essential Qualifications

• GCSE passes in Maths and English (or equivalent).
• NVQ Level 4 in business administration or equivalent level of knowledge and experience.

Essential Knowledge and Skills

• Previous administration experience.
• Previous experience of dealing effectively with the general public.
• Knowledge and experience of working with MS Office software.
• Experience of working in a busy office environment.

Desirable Knowledge and Skills

• Experience of working within an appointments booking service.
• Knowledge and experience of Cerner /PAS system.
• Knowledge of hospital clinic procedures.

Disclosure and Barring Service Check

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

Employer Details

Employer name: Royal Surrey NHS Foundation Trust

Address: Royal Surrey NHS Foundation Trust, Guildford, GU2 7XX

Website: https://www.royalsurrey.nhs.uk/