Booking and Scheduling Co-ordinator

Band 3

Main area

Booking and Scheduling Co-ordinator

Grade

Band 3

Contract

6 months (6 month Fixed Term)

Hours

Full time - 37.5 hours per week

Job ref

287-DEN-5-26

Department name

LUH - 1 General Staffing (AFC posts)

Site

Liverpool Dental Hospital

Town

Liverpool

Salary

£24,937 - £26,598 per annum

Salary period

Yearly

Closing

18/03/2026 23:59

Job Overview

Undertake a full range of Patient Booking Functions required by the Trust with practical regard to meeting Trust Targets. As a member of the Service the post holder will provide clerical and administrative support to the department.

They must have the ability to plan their own workload as appropriate and provide support as required to the clinic reception staff.

Please note this vacancy will close once sufficient applications have been received

Main duties of the job

The Scheduling & Booking post holder will focus on waiting list management, ensuring all clinics are filled and that patients are booked in a timely manner. The post holder will also liaise directly with clinicians to ensure appointments are booked correctly and minimise lost capacity.

The post holder will validate waiting lists and RTT pathways, reviewing open pathways and outcomes and following up to ensure remedial action is taken. Working with a degree of autonomy and independence, the post holder will also be responsible for ensuring clinics are fully utilised, managing their own workload to prioritise specialities and clinics subject to their clinical urgency and existing occupancy.

Working for our organisation

Liverpool University Hospitals NHS Foundation Trust comprises Aintree University Hospital, Broadgreen Hospital & Royal Liverpool University Hospital.

We are part of NHS University Hospitals of Liverpool Group, formed on 1 Nov 2024 from the coming together of LUHFT and Liverpool Women's NHS Foundation Trust. The Group was born from a shared aim to improve the care we provide our patients.

UHLG is one of the largest employers in the region, with over 16,800 colleagues dedicated to caring for our communities - from birth and beyond.

For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.

Aintree University Hospital is the single receiving site for adult major trauma patients in Cheshire and Merseyside and hosts a number of regional services including an award-winning stroke facility. Broadgreen Hospital is home to elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation. Liverpool Women's Hospital specialises in the health of women and babies, delivering over 7,200 babies in the UK's largest single site maternity hospital each year. The Royal Liverpool University Hospital is the largest hospital in the country to provide inpatients with 100% single bedrooms and focuses on complex planned care and specialist services.

For roles at Liverpool Women's, visit their careers page.

Detailed Job Description And Main Responsibilities

To maintain good communications and relationships with:

Patients/relatives and carers, General public and all disciplines of staff.

General Office duties

• Add patients to the waiting list with information given, ensuring that the patient's relevant information is inputted onto the hospital system, ensuring accuracy at all times, updating new information when it is received. Management of outpatient/inpatient waiting lists and rebooking lists to ensure that appointments are allocated to patients in accordance with the current policy.
• Send for all patients to come into relevant hospital site using Trust PAS system. This requires prioritising admission dates to meet deadlines. Ensure appointment bookings are maintained using the Trusts systems to monitor waiting times and within the parameters of the clinic scheduled and that any potential booking difficulties are dealt with appropriately.
• Admit, discharge and record attendances of patients for specific Consultants.
• Arrange Interpreters and Signers for patients if they are required acknowledging cultural and personal beliefs.
• Validate all waiting list reports at regular intervals to ensure the 18 week targets are adhered to.
• Deal with patients enquires and complaints regarding their position on the waiting list and their length of wait
• Cancel patient appointment upon request by patient or clinician and replace on the list as appropriate.
• Remove patients from the list when requested and inform patient, Consultant and GP as appropriate.
• Prioritise all workloads whilst unsupervised in the office.
• Retrieve case notes as and when required.
• Filing as required.
• Any other duties required
  
  

Person specification

Qualifications

Essential criteria

• A minimum of 5 GCSE's or equivalent qualification
  
  

Desirable criteria

• NVQ 3 Customer Care/Business Administration

ECDL

Experience

Essential criteria

• Demonstrable experience working in an NHS clerical role
• Knowledge of waiting list administration and patient access target
• Experience dealing with public/patients
  
  

Desirable criteria

• Previous Supervisory Experience
  
  

Knowledge

Essential criteria

• Full understanding of Patient Access Targets
  
  

Desirable criteria

• Knowledge and experience of Windows based applications
  
  

Skills

Essential criteria

• Good interpersonal skills
• Able to communicate in a variety of settings with staff and patients at varying levels of understanding
• Able to relate to people from differing backgrounds
• Able to deal with sensitive issues with tact and diplomacy
• Good prioritisation skills
• Able to manage to manage personal workload effectively
• Methodical and highly organised able to work on own initiative
• Able to work as part of a team
• Able to adapt to changes in practices, policies and procedures
• Able to collect, understand and interpret data and information for use in reports
• Able to maintain accurate patient records and patient information systems
  
  

Please ensure you check the email account (including junk/spam boxes) from which you apply regularly as we will use this to contact you regarding your application.

Posts advertised to 'internal staff' are open to employees of hospitals within University Hospitals of Liverpool Group and you should confirm your employment within your application form.

Note: Under current Home Office Immigration Rules we are currently unable to offer right to work visa sponsorship for Band 2 and 3 roles with a salary of less than £25,000 pa as they do not meet the UK Visas & Immigration criteria.

Only those applicants who demonstrate clearly how they meet our person specification will be shortlisted for interview.

We reserve the right to close any vacancies from further applications when we have received a minimum number of applications from which to make a shortlist. Please ensure you apply without delay if you wish to be considered for this role.

Candidates applying for the role of Healthcare Assistant on the staff bank should note that due to the nature of the role, workers must be aged 18 or above when commencing in post. Applicants are therefore welcome from those aged over 18 or within 3 months' of their 18^th birthday.

The Trust is committed to promoting a healthy work-life balance and achieve fair, equitable and consistent practice. We welcome flexible working requests and will consider a variety of flexible working arrangements from day one of your employment. Not all roles are suitable for every flexible working opportunity all of the time. Flexible working options may include reduced hours, compressed hours, fixed shifts, time back in lieu and home working.

The Trust is committed to promoting equality and diversity; we value the contribution of individual talent, skills, knowledge and experience and aim for a workforce demography representative of the local community. We encourage applicants from the following groups that are currently under-represented in our workforce black, Asian and minority ethnic, lesbian, gay, bisexual and Transgender (LGBTQ+), disabled, male and age 16-24.

Trust policy requires that the cost of submitting & processing the successful applicant/s DBS application be recovered via salary deduction following start in post. The amount of £26.50 (standard disclosure) or £54.50 (enhanced disclosure) will be deducted from salary, in manageable monthly instalments for up to 3 months following commencement of employment. Bank posts require upfront payment.

From April 2017, Skilled visa applicants and their adult dependant(s) will be required to provide a criminal record certificate from each country they have lived in consecutively for 12 months or more in the past ten years.

Applicants requiring sponsorship may wish to determine the likelihood of obtaining sponsorship for this position by assessing themselves against the criteria on the gov.uk website - https://www.gov.uk/check-uk-visa.

This organisation has a zero-tolerance approach to the abuse

of children, young people and vulnerable adults. All staff must ensure they adhere to the organisations safeguarding children and adults' policy and comply with the Local Safeguarding Children and Adult Board procedures.

Staff should be mindful of their responsibility to safeguard children and adults in any activity performed on behalf of the organisation in line with the requirements of statutory guidance and legislation.

All employees (and volunteers)are expected maintain their safeguarding knowledge and skills by completing mandatory safeguarding training which includes understanding and recognising the signs of abuse and neglect and taking appropriate action.

As an organisation, we have adopted the Merseyside Domestic abuse workplace scheme which supports our staff who are experiencing Domestic Abuse /any forms of sexual violence.

If you have any personal requirements that will enable you to participate in our recruitment process please contact a member of the Recruitment Services by phone on 0151 706 4666 at the earliest opportunity to ensure that measures can be put in place to enable your application for this post.

Please note: new entrants to the NHS will commence on the first pay point of the relevant band.

Employer certification / accreditation badges

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Application numbers

This vacancy may close early if it receives a high number of applications. Please complete and submit your application in good time to avoid disappointment.

LNKD1_UKTJ