Booking Administrator
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University Hospitals Coventry and Warwickshire NHS Trust Booking Administrator
The closing date is 19 November 2026
Job summary
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.
Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.
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.
About us
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 - please click the link for further details about this prestigious award. 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.
Details
Date posted
05 November 2026
Pay scheme
Agenda for change
Band
Band 3
Salary
£25,760 to £27,476 a year per annum
Contract
Permanent
Working pattern
Full-time
Reference number
218-AC-B3-8390294
Job locations
University Hospitals Coventry and Warwickshire
Clifford Bridge Road
Coventry
CV2 2DX
United Kingdom
Job description
Job responsibilities
The overall activities of the post-holder will include: 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.
Job description
Job responsibilities
The overall activities of the post-holder will include: 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
Essential
- oECDL or equivalent experience oNVQ2 in Administration or equivalent oKey Skills Level 2 in literacy or equivalent
Experience
Essential
- oExperience in the use of personal computers with the ability to learn new packages.
Desirable
- oKnowledge of capacity and utilisation reports Experience of outpatient booking using iPM oManaging outpatient waiting lists
Knowledge
Essential
- oThorough working knowledge of Microsoft Office packages i.e. Outlook, Word, Excel oExcellent understanding of general office working procedures
Desirable
- oAwareness of current issues within the NHS oExperience of NHS IT systems
Skills
Essential
- oExcellent organisational skills oMaintains a high level of accuracy oExcellent level of verbal and written communication. oEmpathetic approach to resolving enquiries. oAbility to prioritise and organise own workload oAble to track information oSound decision making skills. oAbility to demonstrate good persuasion and influencing skills. oAble to use judgement and initiative to provide information and support. oAble to apply tact and sensitivity to establish trust and confidence. oConfident in managing difficult and distressing situations effectively. oAbility to analyse problems and initiate appropriate solution effectively.
Commitment to Trust Values and Behaviours
Essential
- oMust be able to demonstrate behaviours consistent with the Trust's values. (As detailed in UHCW's Values in Action document below) oApplicants applying for job roles with managerial responsibility will be required to demonstrate evidence of promoting equal opportunities through work experience.
Qualifications
Essential
- oECDL or equivalent experience oNVQ2 in Administration or equivalent oKey Skills Level 2 in literacy or equivalent
Experience
Essential
- oExperience in the use of personal computers with the ability to learn new packages.
Desirable
- oKnowledge of capacity and utilisation reports Experience of outpatient booking using iPM oManaging outpatient waiting lists
Knowledge
Essential
- oThorough working knowledge of Microsoft Office packages i.e. Outlook, Word, Excel oExcellent understanding of general office working procedures
Desirable
- oAwareness of current issues within the NHS oExperience of NHS IT systems
Skills
Essential
- oExcellent organisational skills oMaintains a high level of accuracy oExcellent level of verbal and written communication. oEmpathetic approach to resolving enquiries. oAbility to prioritise and organise own workload oAble to track information oSound decision making skills. oAbility to demonstrate good persuasion and influencing skills. oAble to use judgement and initiative to provide information and support. oAble to apply tact and sensitivity to establish trust and confidence. oConfident in managing difficult and distressing situations effectively. oAbility to analyse problems and initiate appropriate solution effectively.
Commitment to Trust Values and Behaviours
Essential
- oMust be able to demonstrate behaviours consistent with the Trust's values. (As detailed in UHCW's Values in Action document below) oApplicants applying for job roles with managerial responsibility will be required to demonstrate evidence of promoting equal opportunities through work experience.
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.
Employer details
Employer name
University Hospitals Coventry and Warwickshire NHS Trust
Address
University Hospitals Coventry and Warwickshire
Clifford Bridge Road
Coventry
CV2 2DX
United Kingdom
Employer's website
https://www.jobsatuhcw.co.uk (Opens in a new tab)
Employer details
Employer name
University Hospitals Coventry and Warwickshire NHS Trust
Address
University Hospitals Coventry and Warwickshire
Clifford Bridge Road
Coventry
CV2 2DX
United Kingdom
Employer's website
https://www.jobsatuhcw.co.uk (Opens in a new tab)
Employer contact details
For questions about the job, contact:
Operational Delivery Lead - Scheduling and Booking
Holly Simms
02476967606
Details
Date posted
05 November 2026
Pay scheme
Agenda for change
Band
Band 3
Salary
£25,760 to £27,476 a year per annum
Contract
Permanent
Working pattern
Full-time
Reference number
218-AC-B3-8390294
Job locations
University Hospitals Coventry and Warwickshire
Clifford Bridge Road
Coventry
CV2 2DX
United Kingdom
Supporting documents
Privacy notice
University Hospitals Coventry and Warwickshire NHS Trust's privacy notice (opens in a new tab)
Support links
© Crown copyright
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