Job summary
An exciting opportunity has arisen for a full-time Booking Coordinator within the Patient Access Team to provide maternity cover on a fixed-term contract for 12 months.

Main duties of the job
Working full-time, Monday to Friday, with one late evening each week until 6:00 pm, you will play a key role within the Patient Access 2WW Team. The successful candidate will provide comprehensive administrative support, liaise with patients and multidisciplinary teams, and contribute to the efficient management of urgent cancer referral pathways. This is an excellent opportunity to be part of a dedicated team focused on delivering a high-quality, patient-focused service and supporting timely access to treatment.

About us
Come and join a Trust rated Outstanding by the CQC. South Warwickshire University NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further. In addition our staff survey results have placed us 4th in the country for recommended place to work.

We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity. Our values can be summed up in one sentence. We are 'Trusted to provide safe, inclusive, effective and compassionate care'. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn't matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.

As part of our commitment to Equality, Diversity and Inclusion we encourage all applicants to complete a short survey. This can be accessed via the link below:
https://forms.office.com/e/ahWY3eAGM2

We appreciate you completing the survey.

Job responsibilities

• To show a caring and professional approach towards patients, relatives and carers.
• Negotiate with patients to attend their Outpatients appointments, working within agreed protocols either through face to face contact or via the telephone, including any changes to pre-planned dates.
• Ensure all relevant patient information is recorded on the Trusts PAS system and updated accordingly.
• Work flexibly and provide cross cover for colleagues in the Department.
• Deal with day-to-day enquiries from patients, Managers and other staff within the Trust in a professional and calm manner.
• To check incoming email boxes on a daily basis to keep up to date with Department and Trust wide news and information.

Outpatient Booking Management

• Strict adherence to sequential TWW booking, access booking times and the waiting list policy is essential.
• Ensure any patients who have not responded to invite letters, or do not attend, are dealt with in line with the Patient Access Policy.
• Ensure patients on a 2 week wait pathway are treated within national cancer target requirements.

Communication

• Ensure patients are sent appropriate communication regarding their appointments i.e. confirmation letter to patient, reschedule letter, along with any relevant information.
• To provide non clinical advice regarding procedures & processes to the patient as per their individual requirements. To seek further advice from the Consultant or Nursing staff if required.
• Liaise with patients to ensure they receive relevant information regarding the booking process with telephone & Email contacts.
• Liaise with all staff regarding clinics and appointments to ensure the efficient running of all clinics.

Service Improvement/ Team Development

• Be involved in the development & revision of protocols & processes as required.
• To participate in the training and induction of new starters and work experience

Data Quality

• Ensure any data entries are accurate and good record keeping is maintained at all times.
• Ensure waiting lists are regularly validated to ensure these are accurate
• Monitor patient pathways to ensure patients dont breach the Elective pathway.

Person Specification
Qualifications
Essential

• Good general education
• NVQ level 2 Customer Service/ Administration
• European Computer Driving Licence (ECDL) or RSA Stage II/III Typing.

Desirable

• NVQ 3 Customer Service/ Administration

Experience
Essential

• Previous customer service experience
• Previous clerical experience

Desirable

• Previous Healthcare/NHS experience

Skills
Essential

• Articulate and able to communicate clearly: verbally and written
• Good interpersonal skills - able to work as a team
• Able to use initiative and show practical skills and dexterity.
• Competent to communicate with all grades of staff and public
• Knowledge and use of outlook, excel and word
• Ability and experience in managing own workload
• Demonstrates initiative and use of innovative and lateral thinking in problem solving.
• Good analytical skills to ensure good knowledge and experience in balancing theatre lists/clinic mix

Desirable

• Knowledge of Patient Administration System.
• Good understanding of clinical procedures in order to manage waiting list.
• Knowledge of Medical terminology.

Personal Qualities
Essential

• Responsible and reliable
• Able to use own initiative
• Able to work effectively as a team member
• Co-operative and flexible
• Recognises own limitations
• Receptive to change
• Professional manner.
• Adhere to patient confidentiality
• Able to work under pressure and meet deadlines

Desirable

• Able to implement new ideas to benefit patients, staff and working environment

Other
Essential

• Keen to develop personal skills
• Demonstrate ability to work flexibly and ability to multi task

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.

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).