Outpatient Booking Coordinator
Job overview
Permanent | Full-time or Part-time Job Share
According to UKVI guidelines, please be aware that this band 3 vacancy is not eligible for sponsorship.
An exciting opportunity has arisen to join the Outpatient Administration team at Sheffield Children’s. You will provide efficient clerical support to ensure smooth booking of appointments and registration of referrals.
Using different computer and information systems, you’ll record patient information and prioritise your workload to meet waiting time standards, ensuring appointments are booked according to the Trust’s Patient Access policy. Working with the team and your supervisor, you’ll help ensure we meet both local and national targets while making a positive impact on patient care.
If you're enthusiastic and skilled in communication and team working, we'd love to receive your application!
Main duties of the job
Reporting into the Outpatient Booking Supervisor, your responsibilities will include:
- Process referrals, ensuring accurate patient details and communication with parents, GPs, and external organisations.
- Book and confirm appointments, manage cancellations, and adjust schedules to meet waiting time targets.
- Monitor and adjust clinic schedules to maximise capacity and ensure patient care.
- Handle enquiries, confirm appointment details, and manage task allocation.
- Maintain accurate data, follow departmental policies, and ensure patient information is safeguarded.
- Help with staff training, policy implementation, and supporting projects to improve clinic operations.
A significant responsibility of the role is to accurately record information on to systems and maintain patient appointment information submitted to the Trust.
Working for our organisation
At Sheffield Children’s, our purpose is clear: to provide healthier futures for children and young people. Our three strategic aims are:
- Outstanding Patient Care
- Brilliant Place to work
- Leaders in Children’s Health
We work with local, regional, and national partners to provide physical and mental healthcare across acute and community settings. Many of our clinicians are amongst the best in their field, recognised nationally and internationally for their expertise.
As well as having enormous pride in what we do, we are a friendly, welcoming, and motivated NHS Trust who are guided by our CARE values: Compassion, Accountability, Respect, and Excellence. Our nearly 4000 colleagues live these values, ensuring kind and compassionate care that makes patients and their families feel safe and at home.
As we approach our 150th anniversary in 2026, we remain committed to enhancing our reputation in children’s health leadership, improving the experiences of both patient and colleagues, and focusing on our communities and population health.
Sheffield Children's provides great benefits to support your wellbeing, with excellent annual leave and pension schemes, health programmes, and exclusive discounts—helping you succeed at work and beyond.
Detailed job description and main responsibilities
For more information on the main responsibilities for this post, please refer to the job description and person specification.
Please note that Sheffield Children's uplift pay to meet the Real Living Wage, which is £12.60 per hour.
Diversity Statement
At Sheffield Children’s, we are committed to creating an inclusive environment that celebrates diversity and supports everyone’s success. We prioritise Equality, Diversity, and Inclusion in our recruitment practices, creating a welcoming space for people of all backgrounds, including ethnic minorities, individuals with disabilities, and LGBTQ+ members.
Recognising that inclusivity is an ongoing effort, we review our processes and welcome feedback to enhance our practices. A diverse team strengthens our organisation and the quality of care we deliver. For ideas on how we can improve, please contact our Recruitment Manager at [email protected].Together, we’re building a workplace where everyone belongs.
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Person specification
Qualifications
Essential criteria- Educated to GCSE standard, including English or equivalent
- NVQ Level 3 or equivalent acquired through experience
- GCSE in mathematics
Experience
Essential criteria- Experience of good customer or patient care
- Previous experience of working in a busy multi-disciplinary team environment
- Experience with working with different computer software and information systems
- Experience of using Patient Administrative System
- Experience of working with medical, nursing and medical secretarial staff
Knowledge
Essential criteria- Good verbal and writing communication skills with team / clients / relatives using tact when required
- Ability to deal with conflict
- Good time management skills with the ability to work to prioritise work according to deadlines
- Ability to engage with and motivate others
- High standard of accuracy
- Able to work as part of a team and under own initiative
- Strong analytical skills
- Ability to establish and maintain effective working relationships
- Knowledge of In-patient, Waiting list or Out-patient working processes and practices
- Knowledge of medical records procedures