Scheduling Adminstrator

Great Ormond Street Hospital; Greater London; On-site; GBP 20,000 - 24,000; Full time

Job summary

Great Ormond Street Hospital is seeking a Scheduling Administrator to join the International and Private Care Unit. The role focuses on delivering high-quality administrative support and acting as the first point of contact for patients and families.

You will manage referrals, book services for outpatients and in-patients, and coordinate appointments while maintaining confidentiality and professional conduct in a dynamic hospital setting.

Qualifications

• GCSE Maths and English at grade C/4-9 or equivalent
• Apprenticeship/NVQ level 3 in Administration or equivalent experience
• Experience in an administration role and providing customer service

Responsibilities

• Provide general administrative support within the Scheduling Team
• Be the first point of contact in a busy department and deliver high level customer care
• Cover other duties within administration as needed and wear IPP uniform
• Work on rotation hours Monday to Friday 08:00–18:00; shift hours on a rota basis

Skills

Communication

ICT skills

Outlook

Word

Excel

Telephone etiquette

Customer service

Empathy

Diplomacy

Education

GCSE Maths & English

NVQ/Apprenticeship in Admin

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Scheduling Adminstrator Great Ormond Street Hospital London, UK

Job overview

An exciting opportunity has arisen for an enthusiast, committed and passionate individual to join the Scheduling Team, within our International and Private Care Unit.

The post-holder will provide general administrative support and generally be the first point of contact within a busy department. The individual will be required to provide a high level of customer care, work autonomously, prioritise their own workload and act on their own initiative.

The post holder may be required to cover other duties within the administration service, including Caterpillar Outpatients in times of absence. You will be required to wear the IPP uniform.

You will also be required to work shift hours on rotation between Monday Friday 08:00-18:00. Please note these hours are on a rota basis and are non-negotiable. You may be required to work alternative hours depending on the needs of the service.

Main duties of the job

• Ensure that patients and their families are provided with an excellent customer service that is focused on meeting the customer’s needs and expectations.
• Provide an efficient and effective referral management system.
• Co-ordinate and book services for all outpatients and in-patients.
• Accurately book appointments and communicate confirmation to families and consultants.
• Be pro-active and work effectively as part of the hospital administration team.

Working for our organisation

We are committed to recruiting the best person for the job through a fair, open and consistent process that is free from bias and discrimination.

We are working towards becoming an anti-racist organisation. This means creating a workplace where every colleague feels seen, heard and valued, and where racism in any form has no place. Our anti-racism commitment is backed by action through our Anti-Racism Statement and action plan, developed in collaboration with our REACH staff network.

We actively challenge discrimination, dismantle barriers and embed equity across all aspects of our workforce, including recruitment, progression and development. All applicants will receive equal consideration regardless of race, ethnicity, nationality, religion or belief, sexual orientation, gender identity, age, disability, health condition or employment history.

We particularly welcome applications from ethnically diverse communities, people with disabilities or long-term health conditions, and LGBTQ+ community members. We are proud to be a Disability Confident Employer, a member of the Business Disability Forum, and a Stonewall Diversity Champion.

Our staff networks, including REACH, PRIDE, ENABLED and Women’s Networks, are active and executive supported. These employee‑led networks play a vital role in shaping an inclusive culture at GOSH and are open to all colleagues.

Together, we are building a culture where inclusion is not optional - it is essential.

Detailed job description and main responsibilities

The full job description provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required. For both documents please view the attachment/s below.

Person specification

• Grade A-C in Maths and English, GCSE (prior to 2019) or Grade 4-9 in Maths and English, GCSE (post 2019) or Functional Skills Level 2 in Maths and English
• Apprenticeship/NVQ level 3 in Administration or equivalent experience

GOSH Culture and Values

• Experience of working as part of a diverse team.
• Experience of contributing to an inclusive workplace culture.

Experience/Knowledge

• Experience in an administration role
• Understanding of how to provide excellent customer service

Skills/Abilities

• Excellent written and verbal communication skills
• Confident using ICT skills including Microsoft Outlook, Word, Excel
• Polite and informative telephone etiquette
• Able to provide excellent customer service; welcoming and helpful in person when dealing
• Uses of empathy and diplomacy skills when dealing with difficult situations
• Exercises judgement and problem solving skills
• Ability to multi-task, plan and organise straightforward activities
• Able to demonstrate own activities to new or less experienced employees / support day to day coordination of staff.
• Understands the importance of confidentiality and takes responsibility for protecting confidential information.
• Able to follow routine and non-routine written procedures, processes and verbal instructions accurately with attention to detail
• Able to work as an effective team player and work autonomously to manage own workload to meet deadlines.
• Ability to accurately check correspondence, scanned docs
• Demonstrate evidence of commitment to professional development
• Experience of dealing with customer complaints.
• Able to use databases, input and interpret complex information and data
• Knowledge of both NHS and Private Patient frameworks
• Experience of producing reports and analysing data to improve service delivery
• Working in partnership with internal and external agencies.

Full-time