Booking and Scheduling Coordinator

Job overview

We are looking for dynamic individuals to join our Outpatient Coordinators team and our Booking and Scheduling Team based at University Dental Hospital within Manchester University NHS Foundation Trust.

For those hired as Outpatient Coordinators, duties will include facilitating appointment bookings for patients as well as covering the outpatient 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.

The post holder supporting the Booking and Scheduling Team will be proactively managing the Inpatient waiting lists for the Dental team

This includes close monitoring of patient’s pathways waiting times and pathways to enable us to achieve the Trust key targets. It will also ensuring that theatre lists are scheduled to maximum capacity with the right patient cohorts and adherence to the Trusts Patient Access Policy.

The vacancies will be based at the University Dental Hospital, Higher Cambridge Street.

Main duties of the job

Outpatient Coordinators

• Responsible for the preparation, co-ordination and cancellation of clinics, including ensuring the booking, cancelling (and re-booking) of new and follow-up appointment
• Provide a telephone service, answering and recording incoming calls
• Oversee the provision of a customer-centric reception service, communicating effectively with staff and patients
• 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 service
• 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.

Booking and Scheduling

• Ensure that Elective inpatient procedures are listed accurately
• Managing elective patient work queues, ensuring patients have been sent a pre-op questionnaire
• Take necessary action/escalation in response to problems where it is identified that a patient’s circumstances have the potential to breach waiting times.
• Respond to any urgent referrals which get postponed.
• Analysing weekly data provided by the HIVE system.
• Use own initiative to foresee potential problems and report them to the Team Leader.
• Ensuring cancelled patients are replaced appropriately on the theatre lists.

Detailed job description and main responsibilities

IMPORTANT CANDIDATE INFORMATION

To find out more about the key responsibilities and the specific skills and experience you’ll need for this role, take a look at the Job Description & Person Specification attachments under the ‘Documents to download’ heading.

Explore ‘Inside MFT – Your Candidate Place’

To help you feel confident, prepared and fully informed before you apply, we invite you to explore Inside MFT – Your Candidate Place. This welcoming one‑stop hub gives you a real sense of who we are, what we stand for, how we reward and support you, and the many ways we care for you as you care for others. You’ll also find practical hints and tips for submitting a great application, along with the essential information you need to know before you apply.

To access ‘Inside MFT – Your Candidate Place’, simply click on the relevant PDF document under the ‘Documents to download’ heading and once opened, you can either scan QR code or click on the link provided.

Closing vacancy listings early

We welcome applications from a wide range of backgrounds and experiences. To help us manage applications fairly and give each one the time it deserves, our adverts may close early if we receive a high level of interest. Early applications are therefore encouraged.

Diversity Matters MFT 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.

Use of Artificial Intelligence (AI) in your application

Here at Manchester University NHS Foundation Trust, we’re proud to be ALL HERE FOR YOU, for 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 application, especially personal statements and responses to role specific questions is 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.

Disclosure and Barring Service (DBS) check

As part of our commitment to safeguarding patients and staff, many roles at Manchester University NHS Foundation Trust (MFT) require a Disclosure and Barring Service (DBS) check. This is a standard process across the NHS and helps us ensure a safe environment for everyone.

What is a DBS Check?

A DBS check is a background check that reveals any criminal convictions, cautions, reprimands, or warnings. The level of check required depends on the role:

Standard DBS: Checks for spent and unspent convictions, cautions, reprimands, and final warnings.

Enhanced DBS: Includes the above, plus any additional information held by local police that’s considered relevant to the role.

Enhanced with Barred Lists: Includes all of the above, plus checks against the children’s and/or adults’ barred lists.

Who Needs a DBS Check

Most roles involving direct patient contact, working with children or vulnerable adults, or access to sensitive information will require a DBS check. The job advert and recruitment team will let you know if this applies to your role.

The Costs for a DBS

At Manchester University NHS Foundation Trust (MFT), roles that require a DBS check are subject to a cost recovery policy. This means that the cost of submitting and processing a DBS application if you are successful and join us, will be deducted from your salary within the first three months of employment. If, however, you withdraw from a conditional offer after the DBS process has begun, you will still be liable for the cost incurred.

For more information about the cost of the various types of DBS, please visit: https://www.gov.uk/government/news/dbs-fees-are-changing-in-december

DBS Update Service

Candidates are also expected to register with the DBS Update Service which must be completed within 30 days of the certificate being issued. This helps streamline future employment checks and supports safer recruitment practices. For more information, please visit the DBS Update Service.

Applicant requirements

This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.