Worcestershire Acute Hospitals NHS Trust

Booking Coordinator Obs&Gynae

The closing date is 14 August 2025

Job summary

An exciting opportunity has arisen within the Women's and Children's Directorate for a Booking Coordinator to work as part of the Gynaecology team. We are a strong, proactive team who welcome innovation and adaptability within the service.

This is a part time position for 17.5 hours to cover Maternity Leave. Applicants can work at either Worcester Royal Hospital and Kidderminster Treatment Centre.

As well as being part of the busy department, you'll be required to prioritise your own workload on a day-to-day basis. Excellent IT and communication skills are essential for this role.

You will demonstrate excellent organisational skills, must be flexible in approach, able to exercise initiative and demonstrate a consistently high standard of professionalism, being aware of the need for confidentiality and integrity. We would require a strong communicator and dedicated team player.

We can offer you a friendly and supportive work environment where your work is valued. If this sounds like the role for you then apply now or email us to find out more. Informal enquiries are welcomed by contacting Lara Di Placido, Directorate Support Officer on email laradiplacido@nhs.net

Main duties of the job

The chosen candidate will be required to demonstrate the Trust values, the responsibilities of the job description and person specification. Commitment and compassion for patients and the quality of care they receive will be imperative. You'll be responsible for booking patients appointments and ensuring they are seen in a timely manner, being aware of breach deadlines and escalating where appropriate. Having a good understanding of how and when the clinics run is crucial, the role will include cancelling and reinstating clinics sometimes last minute, so an ability to be flexible in your approach to competing demands would be advantageous.

You will manage and administer the waiting lists for the Hysteroscopy, Myosure and Minor Procedures clinics, selecting, sending for and booking patients in chronological order and according to prioritisation. The waiting list must be kept accurate and up to date at all times. Ensure patients receive the correct instructions and correspondence related to their specific procedure.

To book patients for appointments face-face or via telephone in a professional and timely manner. Administer the partial or full booking process for elective/surveillance admissions, generating acknowledgement letters, invitation letters, reminders and notifying non-responders of their removal from waiting lists. Notify Consultant secretaries/GPs of non-responders for further action.

About us

Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.

The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester

Our workforce is more than 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.

We are committed to recruiting the best people to work with us. Our values, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.

Being open and honest

Ensuring people feel cared for

Showing respect to everyone

We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.

DBS Checks and Costs

Any applicants who are offered posts requiring a DBS check as part of their employment check will have the cost of this check (at the current rate) deducted from their salary. Please see link in Supporting Information section for more details on DBS checks and costs.

Date posted

31 July 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year

Contract

Fixed term

Duration

12 months

Working pattern

Flexible working

Reference number

C9365-25-0701

Job locations

Charles Hastings Way

Worcester

Worcestershire

WR5 1DD

Kidderminster General Hospital

Bewdley Road

Kidderminster

Worcestershire

DY116RJ

Job description

Job responsibilities

WORCESTERSHIRE ACUTE HOSPITALS NHS TRUST

JOB DESCRIPTION

Post Title: Booking Co-ordinator

Pay Band: 3

Hours: Part Time 17.5 hours per week

Contract: 12 Month Fixed Term post to cover Maternity Leave

Location / Department: Worcester (countywide)

Accountable to: Directorate Manager

Reports to: Directorate Support Officer

Key Working Relationships:

Internal:

Consultants, Medical Secretaries, Specialist Registrars, Nursing Staff, Clinical Directors, Directorate Team, Health Records, other booking staff

External:

GPs

Risk Assessment:

Due to the nature of the work, the post holder may be exposed to prolonged VDU work.

Job Purpose:

To ensure the efficient and effective administration of Gynaecology waiting lists and scheduling of patients.

Ensure personal skills and knowledge relating to waiting time targets and booking processes, as per the guidelines and procedures.

To work effectively as a team member and rotate across all administration tasks undertaken within the office.

To deal with patients, relatives and others members of the public and staff politely and efficiently, as the same time complying with Trust policies and procedures.

Ensure confidentiality and security of patient information and Trust business.

The post has no line management or budgetary responsibility.

Key Duties:

General Duties:

Listen and advise on patient queries regarding appointments.

Ensure patients receive the correct instructions and correspondence related to their specific procedure.

To receive new referrals for procedures (repeats and first time referrals) and ensure they are added to the waiting list in accordance with agreed timescales.

To book patients for appointments face-face or via telephone in a professional and timely manner.

Administer the partial or full booking process for elective/surveillance admissions, generating acknowledgement letters, invitation letters, reminders and notifying non-responders of their removal from waiting lists. Notify Consultant secretaries/GPs of non-responders for further action.

Throughout each phase maintain Patient Administration System (Oasis) records and the scheduling records to ensure a full audit trail is available for each patient.

To ensure that confirmed bookings are added to OASIS, the scheduling system and the reporting system.

To ensure that an OASIS record is kept of any offers or decline dates for procedures. In particular recording information to assist with diagnostic and 18 week targets.

To deal with patient queries relating to booking in a pleasant, polite and efficient manner in order to fulfil the Trusts responsibility in accordance with the Patient Access Policy.

To organise and send the necessary correspondence and/or documentation. This will involve using the Patient Administration System (Oasis).

To monitor and action Patient Tracking Lists (PTLs), informing the Directorate Support Manager/Directorate Manager of any potential breaches as soon as possible.

Hold an interest with assisting with the management of the scheduling system.

To receive and action requests to cancel or reduce hysteroscopy sessions from clinicians or the department. Input these details onto the scheduling system to ensure that no patients are booked onto unstaffed sessions.

To search for the next available booking slot to ensure that patients are offered the earliest possible date within the maximum waiting time, according to the booking rules and priority category.

To ensure that the Directorate Support Manager is informed well in advance if the waiting time is likely to go over the maximum wait or if cancelling an endoscopy session will lead to a waiting time breach.

To manage and administer the waiting lists for the Hysteroscopy service, Myosure service and , Minor Procedures clinic, selecting, sending for and booking patients in chronological order and according to prioritisation (also ensuring the endoscopy lists are managed in accordance with consultants booking instructions). The waiting list must be kept accurate and up to date at all time.

To ensure that any pooling of patients is carried out according to agreed instructions.

To reschedule or cancel admissions at the patient or hospitals request, ensuring that OASIS, the scheduling system, and the Endoscopy Reporting System are kept up to date.

Confirm cancellations and rescheduled dates in writing to the patients.

To check all patient details are correctly maintained on the PAS when negotiating TCIs with patients. Register new patients as required on receipt of referrals.

To ensure that all sessions are appropriately filled with patients according to the agreed booking rules and ensuring that cancellations are re-filled.

To ensure all short notice vacant slots are filled to avoid wastage of capacity

To ensure that the Cancer two week wait office is able to independently book into the schedule by educating the team in the booking rules.

To collect any DNAs from the department each day and take appropriate action, such as re-booking with patients over the phone or sending standardised removal from the waiting list letters

Identify and inform the Directorate Support Manager of problems with planning and procedural processes which may affect the smooth running of the department.

Assist other members of the booking team as and when required.

Ensure that the team is able to cover the bookings in the absence of the post holder.