Booking Administrator

Main area Operational Management - Scheduling and Booking Grade NHS AfC:
Band 3 Contract Permanent Hours Full time - 37.5 hours per week Job
-AC-B

Site University Hospitals Coventry and Warwickshire Town Coventry Salary £25,760 - £27,476 per annum Salary period Yearly Closing 19/11/2026 23:59 Interview date 30/11/2026

Job overview

We are looking to recruit 3 WTE Booking Administrators to provide comprehensive administrative, booking and customer service support to facilitate efficient access to outpatient services in accordance with Trust, departmental and national standards.

Please be advised sponsorship is not eligible for this post.

Interviews will take place week commencing 30th November 2026.

Main duties of the job

The post holder will facilitate coordinating appointments, maintaining accurate patient records, communicating effectively with patients and clinical teams and supporting the effective utilisation of clinic capacity. The post holder will support the implementation of new and revised booking processes. As these processes become established, the role will evolve to focus on the ongoing administration, monitoring, maintenance and continuous improvement of standardised booking procedures, supporting consistent delivery and sustainable operational performance across the Trust.

The role also involves supervision of the day-to-day workload of Band 2 booking support staff.

Working for our organisation

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.

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.

Detailed

job description and main responsibilities

Work effectively as a team member.
Supervise the day-to-day workload of Band 2 booking support staff.
Maintain spread sheets and databases including the production of regular information reports.
Use own initiative to meet tight deadlines.
Maintain accurate electronic filing systems.
Ensure patient appointment information is up to date and accurate with continuous administrative validation using standard protocols.
Coordinate, book, amend and cancel outpatient appointments using Trust systems and agreed booking procedures.
Support the effective utilisation of clinic capacity by identifying vacant slots and liaising with the specialty team to assist with the management of appointment schedules.
Liaise with patients regarding appointment arrangements and booking enquiries.
Arrange interpreters, transport and additional services required to support attendance at appointments.
Escalate booking concerns, clinic capacity issues and pathway delays to the appropriate teams and managers.
Assist in reducing avoidable appointment waste through proactive administrative support.

For further details of the role please see the attached Job Description.

Person specification Qualifications

• ECDL or equivalent experience NVQ2 in Administration or equivalent Key Skills Level 2 in literacy or equivalent

Experience

• Experience in the use of personal computers with the ability to learn new packages.
• Knowledge of capacity and utilisation reports Experience of outpatient booking using iPM Managing outpatient waiting lists

Knowledge

• Thorough working knowledge of Microsoft Office packages i.e. Outlook, Word, Excel Excellent understanding of general office working procedures
• Awareness of current issues within the NHS Experience of NHS IT systems

Skills

• Excellent organisational skills Maintains a high level of accuracy Excellent level of…