Gynaecology Booking Co-Ordinator

Job overview

We have an exciting opportunity to join our Gynaecology Department in a varied and rewarding administrative role, supporting both patients and clinical teams.

This is a busy, people‑focused position where no two days are the same. You will play a key role in coordinating patient appointments, responding to telephone and email enquiries, preparing clinic notes and resolving a wide range of administrative queries. At times, you will also cover the department reception desk, acting as the first point of contact for patients and welcoming them when they arrive for their appointments. There may also be opportunities to support the secretarial team, including typing clinical correspondence.

At the heart of this role is delivering a professional, friendly and empathetic service to patients, many of whom may feel anxious or vulnerable. You will work in a fast‑paced environment, providing effective administrative and reception support that helps ensure clinics run smoothly and clinical staff are fully supported in delivering high‑quality patient care.

Main duties of the job

• To receive patients/visitors to the Department in a friendly and courteous manner, ensuring they are appropriately informed.
• To carry out a range of office duties on a daily basis. This will include the sending and receipt of e-mails, answering patient queries over the telephone, booking appointments from referral letters, filing and other regular tasks.
• Respond to telephone enquiries, e-mails and answerphone messages from GPs, patients and their families and trust staff, acting as appropriate in a timely, polite and helpful manner.
• To ensure case notes are available and prepared in accordance with laid down procedures for designated outpatient clinics.
• Scanning at attaching e-referrals into patients’ individual electronic records.
• To communicate professionally with GPs/Practice Managers/Practice staff and all hospital staff with regards to the service, referrals and appointments systems.
• To undertake audio transcription and typing of clinic and miscellaneous digital dictation as directed by the Department.

Detailed job description and main responsibilities

Please find attached to the vacancy a detailed person specification and job description for further information about this role.