Booking Coordinator

NHS; Kidderminster; On-site; GBP 60,000 - GBP 80,000; Part time

Job summary

A regional healthcare provider in Kidderminster seeks a part-time Booking Co-ordinator to support administrative functions within the Oral and Maxillofacial Surgery Team. The ideal candidate will possess excellent communication and organizational skills, with previous administrative experience preferred. Responsibilities include scheduling clinics, managing appointments, and providing support to medical secretaries. This role is specific to the Kidderminster Hospital, covering core office hours from Tuesday to Friday.

Qualifications

• Experience working in a busy office.
• Dealing with members of the public.
• Knowledge of patient pathways and Patient Access Policy.

Responsibilities

• Provide support to the administration team.
• Manning the outpatient reception desk.
• Clinic scheduling and arranging patient appointments.

Skills

Good communication skills

Organizational skills

Ability to work independently

Proficiency in Microsoft Office

Telephone skills

Education

GCSE English and Maths at Grade C or above, or equivalent

Tools

Microsoft Office

NHS systems

PAS / Bluespier / CLIP

Job description

Go back Worcestershire Acute Hospitals NHS Trust

Booking Co-ordinator

The closing date is 18 February 2026

*** This vacancy is currently only open to Herefordshire and Worcestershire NHS staff ***

An opportunity has arisen for a part-time Booking Co-Ordinator within the Oral and Maxillofacial Surgery Team (Working 25 hours).

We are looking to recruit an enthusiastic person to support the Medical Secretaries and Clinical colleagues in a supportive but busy environment. The successful candidate should have good communication skills and be able to work as part of a team but also on their own initiative. Previous admin experience preferable to provide a high quality of service to our Department and our Patients.

The Service works countywide; however this role is specific to Kidderminster Hospital and Treatment Centre. The post will cover core office hours, Tue-Fri, which will be discussed further at interview.

Interviews will be held on Tuesday 20/02/2026.

For informal enquires please contact Henri Hill, Directorate Support Officer, via switchboard 01905 763333

Main duties of the job

Main responsibilities of this role include:

• Clinic Scheduling
• Arranging new patient and follow up appointments
• Dealing with telephone queries
• Manning the Outpatient Reception Desk

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 committed to developing a culture of continuous improvement by embedding the principles of our Improvement System.

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.

Job responsibilities

Job Purpose:

An efficient individual is required to provide support to the administration team and medical secretary service to support consultants and their junior doctors. Applicants should have excellent typewriting/word processing of at least RSA Level 2 or equivalent; possess excellent interpersonal and organizational skills, a flexible approach to duties and the ability to use their own initiative. Appointment booking experience is also required. They will need to have excellent verbal and written communication skills, be able to prioritise their workload, work under pressure and work flexibly within the existing admin and secretarial team. Their responsibilities will be varied but will include manning the outpatient reception desk, dealing with telephone queries, clinic scheduling, arranging new patient and follow up appointments and arranging day case admissions.

General Duties:

• To ensure that referrals are added to the outpatient waiting list and that clinical staff prioritise these within the agreed timescales.
• To ensure adherence to the Trust's Patient Access Policy when making new or follow-up appointments or arrangements for treatment.
• To ensure patients are on the correct 18 week pathway, validating this and amending as necessary.
• To adhere to information governance policy, i.e., maintaining patient confidentiality at all times.
• To track notes accurately either to the appropriate clinic, central filing, individual requests or to the appropriate area within the department.
• To deal with day to day incoming mail, i.e., opening post and taking appropriate action.
• To use multiple computer systems as required within the department such as OASIS.
• To ensure that PAS data is accurate and up-to-date including the correct coding information and patient biographic data.
• To ensure that written and verbal requests for further appointments are actioned promptly in line with booking rules.
• To action changes to individual appointments whilst ensuring that patients are seen within the agreed clinical priority and that written confirmation is immediately sent.
• To telephone patients, often at short notice, to offer them appointments/admission dates or cancel their appointments/admission dates due to unplanned clinical leave.
• To ensure that letter, telephone and face to face communication with patients, colleagues and managers is professional, timely and in line with health records policies and procedures.
• To respond to any queries and complaints from patients, managers or clinicians regarding clinics, referrals, bookings and waiting times, ensuring that any serious issues are passed on to the appropriate manager.
• To liaise with the medical secretaries, clinicians, directorate staff, GPs and administrative staff regarding referrals, bookings and waiting times.
• To ensure that Xerox clinic preparation clerks are provided with appropriate information regarding patients and clinics, in order to carry out their work effectively and safely.
• To provide information from PAS on a routine and ad hoc basis to staff throughout the Trust, such as inpatients listings, religion lists, waiting for review lists, and vacancy summaries.
• To set up and maintain a work schedule that ensures all work is prioritised and delivered within the required timescales each week, in particular during holiday periods when replacement cover is unlikely to be provided.
• To ensure that all policies and procedures are adhered to and training undertaken where new policies and procedures are implemented, in particular those for Health Records, confidentiality and information security.
• To ensure that general administrative work associated with referrals, appointments and waiting lists is undertaken according to the expected medical records standards.
• Carry out any other duties, within the grade, as requested by other members of your team or the Directorate Manager.

Person Specification

Herefordshire and Worcestershire NHS Staff Job Vacancy

• This vacancy is currently only open to Herefordshire and Worcestershire NHS staff (including PCN/GP Practices); please indicate here which NHS organisation in Herefordshire and Worcestershire you currently work for?

Experience

• Previous experience working in a busy office
• Previous experience of dealing with members of the public
• Experience of working as part of a team
• Knowledge of NHS systems
• Working knowledge of PAS / Bluespier / CLIP
• Knowledge of patient pathways and Patient Access Policy

Qualifications

• GCSE English and Maths at Grade C or above, or equivalent

Skills / Knowledge

• Self-reliant, ability to work independently and as part of a team
• Working knowledge of Microsoft Office
• Good telephone skills
• Excellent verbal and written communication skills
• Good organisational skills

Personal Qualities

• Able to work in demanding conditions where there is a high volume of activity
• Accurate and attention to detail
• Able to organise and prioritise workloads
• Willingness to work with team members to help develop office and communication systems in conjunction with evolving working practices
• Flexible and adaptable

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 name

Worcestershire Acute Hospitals NHS Trust