Job summary
We are looking for a dynamic individual to join our Out Patient Coordinators Team based at University Dental Hospital within Manchester University NHS Foundation Trust.
Duties will include facilitating appointment bookings for patients as well as covering the out patient phone lines and clinic reception as required.
You should have good IT skills, be an excellent communicator and be able to prioritise your own workload. You should also enjoy working with people to provide a first class service.
You will ideally have administration experience, good communication and organisational skills. You must be able to use your own initiative, be flexible and work independently.
In return personal development will be encouraged through in house training and yearly appraisals.
Main duties of the job
Responsible for the preparation, co-ordination and cancellation of clinics, including ensuring the booking, cancelling (and re-booking) of new and follow-up appointments, arranging appropriatetests (as required), locating and retrieving medical records, etc.
Undertake validation of out-patient clinics.
Provide a telephone service, answering and recording incoming calls, relaying queries and messages as necessary, whilst liaising with other departments.
Oversee the provision of a customer-centric reception service, communicating effectively with staff and patients, dealing with enquiries and/or complaints both in person and on the telephone.
Assist in the induction training of new staff members and the day-to-day supervision of staff in general.
Contribute to best practice and assist in developing working practice in the team to deliver efficient and effective services, ensuring Trust priorities including 18 week pathway.
Prioritise and distribute work as a result of receiving mail as appropriate.
Contribute to the maintenance of appropriate stock and non-stock items.
Responsible for creating and maintaining patient records within the clinical area and ensuring their appropriate availability.
Collate, file and photocopy documents including letters, investigation results, blood reports, etc.
Locate and request any missing notes from appropriate locations, liaising with departments as required.
About us
Join Manchester University NHS Foundation Trust (MFT), the largest provider of specialist services, and our Oxford Road Campus in Manchester, the largest health academic campus in Europe - a great place to shape your career.With a workforce of over 30,000 colleagues, we work together to deliver exceptional care to more than 1 million people every year.Behind every patient cared for are people like you - keeping services running smoothly, supporting clinical teams, and helping create safe, welcoming environments for patients and our people alike.At MFT, we believe in the power of teamwork, respect, and inclusion. Our People Plan reflects our commitment to making MFT a place where everyone feels they belong, where your ideas are heard, and your contribution is truly valued. Join us and work smarter with our digital technology and thrive in a collaborative culture that empowers you to deliver your best to ensure that your work behind the scenes creates seamless, high-quality care and exceptional patient outcomes.Whether you're just starting out or looking to grow, we offer clear pathways for development and a culture that supports your wellbeing, ambition, and success. Everything you do makes a real difference to the lives of others.At MFT, your role matters, your impact is real, and you're part of something bigger from day one.
Job description
Job responsibilities
To find out more about the key responsibilities and the specific skills and experience youll need, take a look at the Job Description & Person Specification attachments under the Supporting Documents heading. So that youre even more equipped to make an informed decision to apply to us, youll need to take time to read the Candidate Essentials Guide that sits with the Job Description and Person Specification. This document provides you with details about the Trust, our benefits and outlines how we care for you as you care for others. Most importantly, it also contains critical information youll need to be aware of before you submit an application form.Use of Artificial Intelligence (AI) in your applicationHere at Manchester University NHS Foundation Trust, were proud to be ALL HERE FOR YOUfor our patients, our communities, and each other.As part of our commitment to fairness, transparency, and personal integrity, we ask all applicants to ensure that their job applications reflect their own experiences, skills, and motivations. While AI tools can support spelling, grammar, or formatting, we expect that the content of your applicationespecially personal statements and responses to role-specific questionsis written by you. This helps us get to know the real you and ensures that our recruitment process remains equitable and meaningful for everyone.Thank you for helping us uphold the values that make our Trust a place where people belong, grow, and thrive. We look forward to receiving your application.Diversity MattersMFT is committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation are encouraged to apply for this post. As an inclusive employer, we are here to support you. If you have any special requirements to help you with your application, please contact the manager named below.
Job description
Job responsibilities
To find out more about the key responsibilities and the specific skills and experience youll need, take a look at the Job Description & Person Specification attachments under the Supporting Documents heading. So that youre even more equipped to make an informed decision to apply to us, youll need to take time to read the Candidate Essentials Guide that sits with the Job Description and Person Specification. This document provides you with details about the Trust, our benefits and outlines how we care for you as you care for others. Most importantly, it also contains critical information youll need to be aware of before you submit an application form.Use of Artificial Intelligence (AI) in your applicationHere at Manchester University NHS Foundation Trust, were proud to be ALL HERE FOR YOUfor our patients, our communities, and each other.As part of our commitment to fairness, transparency, and personal integrity, we ask all applicants to ensure that their job applications reflect their own experiences, skills, and motivations. While AI tools can support spelling, grammar, or formatting, we expect that the content of your applicationespecially personal statements and responses to role-specific questionsis written by you. This helps us get to know the real you and ensures that our recruitment process remains equitable and meaningful for everyone.Thank you for helping us uphold the values that make our Trust a place where people belong, grow, and thrive. We look forward to receiving your application.Diversity MattersMFT is committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation are encouraged to apply for this post. As an inclusive employer, we are here to support you. If you have any special requirements to help you with your application, please contact the manager named below.
Person Specification
Qualifications
Essential
- Good standard of general education
Desirable
- Educated to GCSE level
- ECDL qualification
Experience
Essential
- Experience of working in an administrative environment
- Experience of Information Technology Systems
- Computer literate; experience of MS office, MS outlook and the internet
Desirable
- Experience of working in the NHS
- Experience of clinic co-ordinator, clerical/reception duties
- Experience of working in a customer service environment
- Experience of previous care environment
- Evidence of liaising with more than one discipline
Knowledge
Essential
- An understanding of general office procedures
Desirable
- Knowledge of hospital environment/routines
- Knowledge of requirement of patients
- Knowledge of Patient Administration System
Person Specification
Qualifications
Essential
- Good standard of general education
Desirable
- Educated to GCSE level
- ECDL qualification
Experience
Essential
- Experience of working in an administrative environment
- Experience of Information Technology Systems
- Computer literate; experience of MS office, MS outlook and the internet
Desirable
- Experience of working in the NHS
- Experience of clinic co-ordinator, clerical/reception duties
- Experience of working in a customer service environment
- Experience of previous care environment
- Evidence of liaising with more than one discipline
Knowledge
Essential
- An understanding of general office procedures
Desirable
- Knowledge of hospital environment/routines
- Knowledge of requirement of patients
- Knowledge of Patient Administration System
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.
