Overview
Endoscopy Booking Coordinator at South Warwickshire NHS Foundation Trust. The closing date is 30 September 2025.
Warwick Endoscopy Unit is committed to delivering a high quality patient focused service, is a well-equipped and modern department which specialises in a wide range of diagnostic and therapeutic procedures. We also undertake bowel cancer screening as part of the National Screening Programme.
This is an opportunity for a self-motivated individual to join a friendly, busy team. The successful applicant will be part of the Endoscopy Unit's booking and scheduling team. We offer a flexible and motivating work environment with a good competency based training programme. The Endoscopy team consists of a supportive multidisciplinary team and we encourage all staff to develop their skills in a positive learning environment. The unit is open Monday to Sunday with variable hours to cover service needs; South Warwickshire Foundation Trust operates a flexible working policy to support work-life balance.
Main duties of the job
To provide administrative and clerical support within the Endoscopy Unit, giving support to patients, medical staff and the management process, maintaining an effective customer focused service within the South Warwickshire NHS Foundation Trust (SWFT).
About us
Come and join a Trust rated Outstanding by the CQC. South Warwickshire NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to help us improve even further.
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 3 Trusted to provide safe, 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.
Job responsibilities
* Negotiate patient appointments to attend for endoscopy procedures, working against 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 IT systems and updated accordingly, including early offers of operation date.
* To be the point of contact in the Trust for booking enquiries from patients.
* Work flexibly and provide cross cover for colleagues in the Department.
* Deal with day to day enquiries from patients, Consultants and other staff within the Trust in a professional and calm manner.
* Booking Management
* Liaise with clinicians to create a database of procedures times, together with key information regarding fully utilising endoscopy lists.
* Strict adherence to sequential booking, access booking times and the waiting list policy is essential.
* Order any specialised equipment as necessary in a timely manner to ensure equipment is available for the list.
* Ensure any patients who have not responded to invite letters are dealt with in line with the waiting list policy.
* Create and distribute procedure lists appropriately to relevant areas, informing of any changes when they arise.
* Communication
* Be clear, concise, polite, friendly and professional when communicating with patients, their relatives and carers as well as with hospital consultants, nurses, other health professionals, hospital staff from own and other departments and staff from general practice.
* Exemplify best practice in communication with patients, relatives and carers.
* Ensure patients are sent appropriate communications regarding their appointments i.e. confirmation letter to patient, reschedule letter, along with any relevant information.
* Communicate with patients on an individual basis both face to face and over the telephone, to book patient appointments and answer queries on behalf of the clerical team.
* Service Improvement/Team Development
* Be involved in the development & revision of protocols & processes as required.
* Co-operate in the introduction of new technology and developments associated with the Patient Administration System.
* Ability to provide advice and train staff in the administrative processes on the Unit.
* Data Quality
* Ensure any data entries are accurate and good record keeping is maintained at all times.
* Ensure surveillance waiting lists are regularly validated and actioned to ensure accurate and timely booking for all patients.
* Plan own daily workload, including routine, periodic checks on outstanding work to ensure patients are appointed systematically and in turn, in line with Cancer, Diagnostics and 18 week targets.
* Participate in any patient satisfaction surveys carried out for the Endoscopy Unit.
Person Specification
Qualifications
* Good command of the English language - both written and spoken. GCSE Level or equivalent standard
* Typing or word processing qualification or minimum of one year's experience
* European Computer Driving License
* NVQ 3 Customer Service / Administration
Experience
* Experience of waiting list management
* Experience of Booked Admissions
* Medical secretarial skills
Skills
* Demonstrate knowledge of waiting list management
* Proficient word processing skills
* Ability to develop good working relationships with medical and other hospital staff at all levels
* Ability to communicate verbally in a clear and effective way both face to face and on the telephone
* Ability to deal tactfully and efficiently with a wide range of people e.g. Patients, visitors, medical staff in a helpful manner
* Ability to prioritise workload and use own initiative
* Understanding of the importance of confidentiality
* Knowledge and use of Outlook, Excel and Word
* Knowledge of Patient Administrative System
* Good understanding of clinical procedures in order to manage waiting lists
* Knowledge of Medical terminology
Personal Qualities
* Display a flexible approach to work and the ability to cope with changes in environment and new technology
* Self-confident
* Professional manner
* Willing and able to work as part of a team
Other
* Flexible working hours will be required
* Able to work for prolonged periods on a VDU
Disclosure and Barring Service Check
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.
South Warwickshire University NHS Foundation Trust
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