Scheduling Coordinator

NHS; Rotherham; On-site; GBP 24,000 - 30,000; Full time

Job summary

A private healthcare facility in Rotherham is seeking a highly organized Scheduling Coordinator to manage and schedule patient consultations and surgeries. This role requires strong communication skills, attention to detail, and the ability to manage multiple schedules in a fast-paced environment. The position is initially a six-month fixed term with potential for extension or permanent contract.

Qualifications

• Experience in a busy office environment is essential.
• Attention to detail and accuracy in all aspects of work.
• Ability to manage multiple schedules simultaneously.

Responsibilities

• Schedule patients for consultations and surgeries efficiently.
• Assist with booking anaesthetist and other necessary personnel.
• Maintain good working relationships with consultants.

Skills

Strong computer skills including proficiency in Microsoft Office and Google Workspace

Excellent organisational skills

Fast and accurate typing skills

Good communication skills

Job description

We are seeking a highly organised and detail-oriented Scheduling Coordinator to join our team. To contribute to the smooth running of theatres and ward by scheduling consultants and theatre slots. To provide an efficient, professional and standard service to all patients, visitors, consultants and staff. To liaise with theatre manager, ward manager, finance manager and head of clinical services to ensure theatre and ward capacity are maximised effectively.

This position is offered on a six-month fixed-term basis. Following this period, performance will be reviewed, and the contract may be extended or made permanent based on the outcome.

Main duties of the job

• To ensure patients are booked for consultation appointments / pre-operative assessment / Surgery on the relevant system prior to admission.
• To have weekly scheduling meetings with theatre manager and ward manager to run through upcoming theatre lists.
• To have weekly phone meetings with NHS providers to ensure no issues with upcoming lists.
• Regularly offer out available dates to ensure theatres are at capacity.
• To assist the theatre/ward manager in booking anaesthetist, radiographers and physiotherapist where needed.
• Liaise with lead administrator to book private patients theatre slots.
• Assisting pre op nurse with administration tasks e.g. scanning pre op notes to patient management system

About us

Kinvara Private Hospital is a state-of-the-art private hospital in Rotherham, South Yorkshire. The hospital provides a number of surgical and medical services and is a Centre of Excellence for Lipoedema surgery. Kinvara has undergone a multi-million pound investment since 2019, aiming to become the UKs only 5-star private hospital.

3>Job responsibilities

Assisting HR personnel as required, checking staff files and compliance.

Create self-pay invoices when required and support in discussing pricing options to secure the booking.

Prepare patient notes for consultation appointments and surgery.

Ensure self-pay patients have paid prior to admissions.

Maintain good working relationships with consultants.

Ensure compliance with all relevant mandatory training within the specified timescales, and undertake any specific role related training.

Comply with and complete audit requirements including escalation of non‑compliance to appropriate managers.

Commitment to ensuring quality services are delivered to both internal & external stakeholders through continuous improvement activities.

Compliance with Kinvara Policies and Procedures relevant to this role, ensuring you are fully aware of your responsibilities within these policies.

To be aware of your responsibilities in relation to safeguarding children and vulnerable adults. To ensure you are aware of your responsibilities, supporting policies and undertake the appropriate level of training for your role.

Maintain knowledge of Health and Safety at Work Act. Ensuring appropriate measures are taken in respect of Health and Safety for patients, relatives, visitors, hospital staff and contractors.

Ensure that all enquiries are dealt with quickly and efficiently (within 24 hours).

Assist with the clinic preparation of patient notes, creating new patient files as and when required. Create Outpatient bookings on PMS system, reschedule, cancellations and follow up appointments when required ensuring Minimum Data Set are captured.

Update the PMS when patient attend appointments or is admitted ensuring that minimum data set the terms and conditions are agreed by patient.

Collection of patient payments when required (sundry accounts, self-pay patients, shortfalls and previous outstanding debt).

Book follow-up appointments on the PMS system where required.

Reschedule appointments within the theatre diary and contact the patients electronically.

Process surgery booking forms and prepare Theatre ensuring information from booking forms are accurately recorded.

Follow up all enquiries in a timely and professional way to ensure efficient outcome.

Have full knowledge of the layout of the hospital, all departments and senior personnel to enable correct directing of visitors, contractors etc.

Person Specification

Experience

• Strong computer skills including proficiency in Microsoft Office (Word, Excel, Outlook) and Google Workspace applications.
• Excellent organisational skills with the ability to prioritise tasks effectively.
• Fast and accurate typing skills for data entry purposes.
• Exceptional organisational skills to manage multiple schedules simultaneously.
• Good communication skills with professional phone etiquette.
• Attention to detail and accuracy in all aspects of work.
• Ability to work independently and as part of a team in a fast‑paced environment. This position offers an excellent opportunity for a motivated individual seeking to develop their administrative career within a supportive organisation committed to excellence in service delivery.
• Proven office experience or administrative experience in a busy environment.
• Previous experience of working with the private sector.

Disclosure and Barring Service Check

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