Scheduling and Booking Administration Manager

UHCW NHS Trust; Coventry; On-site; GBP 45,000 - 65,000; Full time

Job summary

University Hospitals Coventry and Warwickshire NHS Trust is seeking a Scheduling and Booking Administration Manager to lead outpatient booking administration systems, processes and staff, ensuring an effective, efficient and patient-focused service.

You will oversee day-to-day management of booking teams, ensure appointments align with trust policies and clinical prioritisation, monitor backlogs and optimise clinic capacity, with responsibility for performance against RTT pathways and national

Responsibilities

• Lead the day-to-day management of booking teams and associated administrative functions.
• Ensure appointments are booked in accordance with Trust access policies and clinical prioritisation requirements.
• Monitor booking backlogs, work queues and waiting lists to ensure timely patient access.
• Support effective utilisation of clinic capacity through proactive management of available appointments.
• Ensure cancelled appointments are rebooked within agreed timescales.
• Oversee the management of appointment outcomes and pathway progression.

Job description

Scheduling and Booking Administration Manager

A Vacancy at University Hospitals Coventry and Warwickshire NHS Trust.

To manage outpatient booking administration systems, processes and staff, ensuring the delivery of an effective, efficient and patient-focused booking service. The post holder will lead the day-to-day management of booking teams, supporting the achievement of operational performance standards,patient access targets and service objectives.

The post holder will make informed decisions within their sphere of responsibility, ensuring booking practices, waiting list management and administrative processes meet departmental, Trust and national standards. The role will act as a key source of advice, guidance and operational support relating to booking processes, patient pathways and service performance.

Please note this vacancy is not eligible for sponsorship.

Please be advised that interviews will take place week commencing 16th November 2026.

• Lead the day-to-day management of booking teams and associated administrative functions.
• Ensure appointments are booked in accordance with Trust access policies and clinical prioritisation requirements.
• Monitor booking backlogs, work queues and waiting lists to ensure timely patient access.
• Support effective utilisation of clinic capacity through proactive management of available appointments.
• Ensure cancelled appointments are rebooked within agreed timescales.
• Oversee the management of appointment outcomes and pathway progression.

University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.

We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.

Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.

We are proud to be recognised as a Pathway to Excellence designated organisation –

Pathway To Excellence - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)

By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.

The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.

• To assume overall responsibility for the operational management of outpatient bookingadministration services, ensuring effective appointment scheduling, waiting list managementand patient pathway administration across designated specialties. This will require:
• Lead the day-to-day management of booking teams and associated administrative functions.
• Ensure appointments are booked in accordance with Trust access policies and clinical prioritisation requirements.
• Monitor booking backlogs, work queues and waiting lists to ensure timely patient access.
• Support effective utilisation of clinic capacity through proactive management of available appointments.
• Ensure cancelled appointments are rebooked within agreed timescales.
• Oversee the management of appointment outcomes and pathway progression.
• Acting as a resource for staff, advising on National, Trust and Departmental Administration policies and procedures.
• Participation in the developing and updating of current local and Trust wide training packages in line with National guidance.
• Participate in strategic, service provider and Trust/Divisional/Departmental meetings, assuming responsibility for administration issues and the impact on resources.
• Responsibility for departmental performance including participation in the setting of objectives and standards.
• Representing the department in appropriate forums.
• Continuous review/updating of administration policies and procedures and supporting documentation and or systems.
• Participating in implementing and developing new processes and guidance for an efficient and effective operation of processes within the Department and Trust.
• Liaise with local ICT helpdesk to raise technical issues relating to relevantdepartmental IT systems.
• Acting as the lead for managing recruitment, retention and selection of administrative staff including preparation of the appropriate documentation.
• Assuming first line management responsibility in dealing with sickness reviews, disciplinary, capability and grievance issues as required.
• Co Responsibility for the education and development of the administrative staff including undertaking some Personal Development Reviews.

Key Result Areas and Performance

• Support compliance with Referral to Treatment (RTT) pathways and national access standards.
• Monitor waiting list validation activities and ensure administrative actions are completed within agreed timescales.
• Escalate capacity, demand or pathway concerns to operational leads.
• Provide operational oversight of patient tracking processes and exception reporting.
• Work collaboratively with clinical teams to maximise utilisation and reduce avoidable delays in patient care.
• Produce and analyse reports relating to clinic utilisation, waiting list performance, booking productivity and patient access measures.
• Monitor performance against national, Trust and specialty-specific access targets.
• Identify trends and implement corrective actions where performance falls below expected standards.
• Support delivery of Better Booking objectives and improvement programmes.
• Lead initiatives to improve productivity, efficiency and patient experience across booking services

For further details please see the attached job description.