Speciality Co-ordinator

Transformation Unit; Winchester; Hybrid; GBP 28,000 - 31,000; Full time

Job summary

Hampshire Hospitals NHS Foundation Trust in Winchester is seeking a dedicated Speciality Co-ordinator (Band 4) to provide a quality booking service for the Medicine Division. You will manage outpatient appointments, support patient calls and clinical teams, and ensure timely letters and accurate triage of referrals.

The role involves maintaining electronic systems, coordinating referrals, and acting as the main contact for medicine specialties.

Qualifications

• Evidence of good education including Maths and English.
• Strong communication and customer service skills in an admin setting.
• Experience using IT packages and hospital IT systems.

Responsibilities

• Answering calls and managing patient bookings for medicine specialties.
• Prioritise and triage appointments in line with clinical guidance.
• Maintain accurate records of new bookings and enquiries.
• Manage electronic referral worklists for the specialty department.
• Be the main contact for medicine division and support the booking team.
• Produce and dispatch patient appointment letters promptly.

Skills

Good communication skills

Customer service

Administrative skills

IT systems proficiency

Education

Evidence of good education including Maths and English

Tools

Word/Excel/Access/PowerPoint

Job description

Employer Hampshire Hospitals NHS Foundation Trust Employer type NHS Site RHCH Winchester Hospital Town Winchester Salary £28,392 - £31,157 per annum Salary period Yearly Closing 15/11/2026 08:00

Speciality Co-ordinator

Band 4

Our cultural ambition is to have a culture that places people at the heart of all we do, where we all belong, and where learning, improvement and excellence thrive.

Job overview

To provide a quality booking service for the Medicine Division Services. Managing appointments, supporting patient phone calls and clinical.

Managing capacity and taking proactive action where needed to ensure the Trust provides a positive patient experience and meets its contractual requirements.

Ensuring booking, cancelling and maintaining outpatient appointments in triaged priority order.

Main duties of the job

Answering incoming and making outgoing telephone calls, in line with trust standards.

Being the first point of call for patients booking appointments for medicine specialties in line with protocols and in order of urgency following clinical triage.

Being the subject expert for administrating and accurately updating systems to record new booking and enquiries for medicine specialties.

Managing the electronic referral worklists for the dedicated specialty department.

Being the main contact for specialties within medicine division and covering for others within the booking team when required and able.

Efficiently using systems and keeping up to date and being familiar with system changes.

Creating, printing and ensuring patient appointment letters produced in a timely way.

Working for our organisation

Our vision is to provide outstanding care for every patient. Patient care is at the heart of what we do at our three sites: Basingstoke and North Hampshire Hospital, Royal Hampshire County Hospital in Winchester and Andover War Memorial Hospital. Hampshire Hospitals NHS Foundation Trust provides medical and surgical services to a population of approximately 600,000 people across Hampshire and parts of West Berkshire.

Our cultural ambition is to have a culture that places people at the heart of all we do, where we all belong, and where learning, improvement and excellence thrive.

We provide specialist services to people across the UK and internationally. We are one of only two centres in the UK treating pseudomyxoma peritonei (a rare form of abdominal cancer) and we are leaders in the field of tertiary liver cancer and colorectal cancer.

The trust employs more than 9,000 staff and has a turnover of over £500 million a year. As a Foundation Trust, we are directly accountable to our members through the governors. The Council of Governors represent the interests of their constituencies and influence the future plans of the Foundation Trust.

Detailed job description and main responsibilities

Happy to Talk Flexible Working - all requests for flexible and part time working will be considered once probation has been passed.

Further information about the Trust and this role can be found on the Job Description and Person Specification document attached.

Person specification

• Evidence of good education including Maths and English
• Good Communication Skills
• Customer service in an admin role
• Computer skills and knowledge of IT packages
• Additional evidence of further education NVQ's or equivilent
• Knowledge and understanding of NHS (admin)
• Ability to solve problems
• Experience of working with IT systems e.g. Word/Excel/Access/Powerpoint
• Problem solving skills and using own initiative to implement changesli>
• Excellent interpersonal skills allowing effective communication between all internal and external customers
• Experience of working in an NHS environment of public sector
• Knowledge of medical terminology
• Flexibility and adaptability to changing situations
• Experience of adhering to targets, establishing efficient office systems and processes
• Ability to work in a team as well as on your own initiative
• Ability to work to tight deadlines and stay calm under pressure

Using AI in Your Application

We support the use of technology to help manage time and improve efficiency, but it is your responsibility to ensure your application is personalised and accurately reflects your own skills, experience and values.

AI tools can be useful when drafting an application, but they should only be used to assist you. The content submitted must be your own work and an authentic representation of your knowledge, abilities and experiences.

Applications that rely heavily on AI-generated content may be rejected. For example, we may receive multiple applications containing identical or generic wording that does not reflect the individual applicant.

The use of AI during assessments, including interviews, is not permitted unless this has been agreed in advance as a reasonable adjustment. For virtual interviews, you may be asked to provide a 360‑degree view of the room and confirm that no additional devices are being used. If AI use is suspected during an interview, we may pause the interview, ask questions regarding its use, or adapt our assessment approach.

Working in healthcare requires integrity, honesty and accountability. We expect all applications and assessments to be a genuine reflection of your own experience, knowledge and values.

Our Commitment to Inclusion

We are committed to equality, diversity and inclusion in both the delivery of our services and the recruitment and management of our staff.

We welcome applications from everyone who has the skills, experience and values required for the role, regardless of age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage or civil partnership status, pregnancy or maternity.

Happy to Talk Flexible Working

We are committed to supporting flexible ways of working and will consider all requests for flexible and part-time working wherever service needs allow.

Vacancy Closing Dates

This vacancy may close before the advertised closing date if sufficient applications are received. We therefore encourage you to submit your application as early as possible.

In line with Part 7 of the Immigration Act 2016, all applicants must be able to communicate effectively in spoken and written English. This will be assessed during the recruitment process.

Recruitment Process

Applications are submitted through our recruitment system, Trac. Following submission, all correspondence relating to your application will be sent from apps.trac.jobs. Please regularly check your inbox, including your junk or spam folders.

Shortlisted candidates will normally be contacted at least five working days before their interview date.

Keeping Patients Safe

At Hampshire Hospitals NHS Foundation Trust, patient safety is our highest priority. We recommend that staff are vaccinated against COVID-19 and understand that we continue to care for patients who are COVID-19 positive within our services.

Probationary Period

All new employees will be required to complete a six‑month probationary period as part of their employment with the Trust.

Tackling Climate Change: Hampshire Hospitals aims to embed sustainability and net zero carbon principles into the delivery of care across all its services. To find out more, search HHFT Climate Action or [e-mail].