Overview
Booking Co-ordinator – Location: Newbury, West Berkshire. Position: Temporary - Ongoing. Hours: Monday-Friday 37.5 hours, 9am-5pm. Salary: £13.54 per hour (Equivalent to £26,400 pa).
A Booking Co-ordinator is responsible for managing appointments, coordinating Assessor schedules, and providing support to onsite personnel. This role plays a vital part in delivering high-quality customer service and ensuring client expectations are consistently met. Booking Co-ordinators will be allocated a set list of clients to promote consistency and close working relationships with the clients.
Responsibilities
* Manage and coordinate appointments, bookings and schedules.
* Communicate with clients to confirm bookings and address any changes or inquiries.
* Maintain and update calendars, booking systems and relevant databases.
* Support internal teams (e.g., field staff, trainers, consultants) by providing up-to-date scheduling information and necessary information.
* Monitor booking workflows to avoid conflicts, delays or double bookings.
* Handle cancellations, rescheduling and urgent booking requests promptly and professionally.
* Ensure a high standard of customer service and client satisfaction.
* Arrange flights, accommodations and transport where required.
Health and Safety Duties
* Actively support and promote the organisation\'s health and safety policies and procedures.
* Encourage safe practices among all personnel by ensuring job bookings include relevant safety briefings and instructions.
* Ensure all bookings include site-specific safety requirements or known risks (e.g., confined spaces, high-risk areas, asbestos registers, PPE requirements).
* Share client-provided health and safety protocols or access restrictions with field staff in advance.
* Ensure that inspectors, engineers or assessors are briefed with the correct documentation before attending site.
* Record any incidents or near misses reported by staff.
* Escalate reported incidents to the health and safety team or line manager.
* Report any safeguarding concerns, raised by the Assessor following an appointment, to the client\'s key contacts.
Key Performance Indicators
* To maintain a Bradford score (sickness reporting) of less than 60 points.
* Respond to client queries, on average, within 48 hours (prioritising those that have been identified as urgent).
* For planned Fire Risk Assessment programmes, appointments should always be pencilled in advance of three months.
* For planned Fire Risk Assessment programmes, appointments should always be confirmed with clients in advance of one month.
* Booking systems to be accurate at all times.
* Appointment information, including property and client details, accurate at the time of booking confirmation.
* High risk actions are called through to clients on the same day as the appointment.
* Assist in the process of returning reports to a client within 10 working days of the appointment.
If you would like to know more about this role, please call Lindsay or Kate to discuss further.
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