Band 3 Administrator- Booking Coordinator

Band 3 Administrator- Booking Coordinator

The closing date is 12 April 2026

The successful post holder will be joining Oncology/Haematology patient pathway co-ordinators team with the responsibility of co-ordinating outpatient and inpatient treatments ensuring patients are booked within cancer target wait times.

The successful candidate will support in the development of processes/procedures within the team to maintain a robust and fully auditable process for the scheduling of anti-cancer treatments and provide a comprehensive administrative service to ensure smooth delivery of both inpatient and outpatient treatment pathways.

The successful candidate will be required to work both independently and as part of the team, using their own initiative to competently complete their day-to-day work load. This includes implementing and maintaining hospital procedure and waiting list policy, communication with patients of appointment dates and times, additionally liaising with multi-disciplinary teams including consultants, nurses, managers, secretaries and the wider team of administrative staff. You will be required to record appointments using various Trust systems and complete allocated office duties related to the co-ordinator role.

Amongst other requirements excellent communication skills are required as this role is based in a fast paced office and the post holder will be required to handle confidential and sensitive information in a professional and compassionate manner to ensure the smooth running of the Oncology and Haematology Patient Pathway service.

Main duties of the job

• Where required coordinate duties in clinics / departments / satellite areas and ensure staff rotas are appropriately covered
• To schedule patients into clinics using the criteria set out by the Trust and the clinical speciality, identifying capacity shortfalls
• Processing patient appointment attendance using a variety of hospital information systems
• To undertake where required typing which may include touch type from audio and/or copy type from written documentation which may include letters, emails, reports and any other correspondence as required
• Create documents / spreadsheets / reports as required using IT Systems
• Use Trust systems to input electronic data as required
• To exercise initiative and judgement based on acquired knowledge and experience when dealing with enquiries
• Receiving and dealing with telephone enquiries as appropriate
• To maintain diaries as required
• Input and look up data on Trust IT systems in accordance with Trust policy
• Analyse and extract complex data sets from a number of different sources
• Arrange meetings and appointments as necessary

About us

University Hospitals Birmingham NHS Foundation Trust strives to have an inclusive culture where everyone feels like they belong, can thrive, knows that they add value and feels valued. We do this by developing compassionate and culturally competent leaders, being values driven in all that we do and by creating a welcoming and inclusive workplace that thrives on the diversity of our people. As such we want to attract and recruit talented individuals from all backgrounds, and for each of you to feel supported for the diversity you bring, to achieve your full potential. For those staff with a disability, including physical disability, long term health condition, mental health or neurodiverse condition, this also means being committed to making reasonable adjustments needed for you to carry out your role.

Job responsibilities

Please Note : For a detailed job description for this vacancy, please see attached Job Description

Person Specification Qualifications

• Good General Education (e.g. GCSE English and Maths A-C) GCSE Level 9-4
• Business Administration NVQ level 3 or equivalent experience in an administrative environment

Experience

• Experience of dealing with the Public/Customer service experience
• Experience of working with a range of Microsoft Office packages (eg. Word, Excel and Outlook)
• Experience of using IT systems
• Experience of working in a busy environment
• Experience of working in Healthcare

Additional Criteria

• Good communication / customer care skills both written and verbal demonstrating sympathy and compassion
• Good organisation skills and ability to multitask
• Ability to deal professionally with enquiries from staff, Patients and Visitors
• Ability to problem solve
• Understand confidentiality and apply the principles in every day working practice
• Ability to pay attention to detail where there are predictable interruptions to the work pattern
• Ability to deal with stressful situations and sensitive issuesWork effectively and flexibly as part of a team to meet the needs of the services
• Confident in dealing with people at all levels
• Must be able to demonstrate an understanding of equality and diversity
• Mature open and flexible approach to work
• Demonstrates care and compassion
• Good inter-personal and communication skills.
• Good organisational skills
• Team Player
• Demonstrates reliability, motivation and commitment
• Ability to travel to multiple sites
• Ability to work under pressure and deal with stressful situations

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.

Employer name

University Hospitals Birmingham NHS Foundation Trust