Band 4 OAC Bookings Team Coordinator
At a glance
- Band
- Band 4
- Contract
- Permanent
- Pattern
- Full-time
- Posted
- 21/09/2026
- Closes
- 05/10/2026
Sponsorship verdict
Candidates needing sponsorship are encouraged to apply.
HiveMind found a sponsorship-friendly statement in the source advert welcoming applicants who require a visa. Always confirm on the source before applying.
“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.”Quoted verbatim from the source advert
Role summary
This Band 4 Outpatient Appointment Centre (OAC) Bookings Coordinator role involves managing outpatient referrals and appointments, ensuring compliance with national RTT requirements and Trust policies. The post holder will validate waiting lists, manage e-Referral Service worklists, and resolve pathway issues to meet performance targets. Working within a Pod-based model, the coordinator will handle shared inboxes, triage referrals, and support capacity utilization. This position is crucial for maintaining data quality, reducing waiting times, and enhancing patient experience through efficient booking processes.
Essential criteria
- GCSE Maths and English or equivalent
- Further study for professional memberships or management qualifications
- Evidence of continuing personal development
- Experience of working in an Outpatient Appointment Centre or equivalent clinical administration environment, with knowledge of booking and referral processes
- Experience managing outpatient waiting lists, including validation, booking first/follow-up appointments, and maintaining RTT pathways in line with guidance
- Experience using Patient Administration Systems and NHS e-Referral Service to manage bookings, referrals, and worklists
- Experience of applying operational knowledge to support delivery of elective access plans, service priorities and day-to-day operational requirements.
- Experience of contributing to the development, review or implementation of local policies, standard operating procedures (SOPs) or agreed working practices
- Experience of promoting good practice, consistent standards and professional behaviour within a team or service.
- Experience working collaboratively across teams, specialties, or departments to support coordinated service delivery
- Practical experience of working within confidentiality and data protection requirements, with an understanding of NHS Information Governance principles and Trust policies.
Desirable criteria
- Luna Validation tool
- Skills & Aptitudes
- Highly developed organisational skills with the ability to prioritise workload and meet deadlines in a busy, high-volume environment
- Strong working knowledge and confidence in using PAS and NHS e-Referral Service (e-RS), including managing bookings and worklists
- Ability to interpret and apply elective access rules, RTT guidance and specialty-specific booking pathways accurately
- Excellent attention to detail with the ability to maintain high standards of data quality across patient records and waiting lists
- Effective communication skills (verbal and written), with the ability to deal professionally with patients, clinicians and stakeholders
- Strong problem -solving skills, with the ability to identify booking and pathway issues, take appropriate corrective action and escalate concerns where necessary
- Ability to work with a degree of autonomy, using judgement and initiative within defined policies, procedures and escalation frameworks.
- Proven ability to work collaboratively as part of a Pod and wider team, contributing to shared responsibilities such as e -RS polling and inbox management.
- A clear understanding of confidentiality, data protection and information governance requirements, and the ability to apply these principles consistently in day -to -day work
- Ability to remain calm, professional and courteous when dealing with distressed, anxious or dissatisfied patients
- Personal Qualities & attributes
- A strong commitment to delivering a high -quality, patient -centred service, demonstrating compassion, professionalism and respect in all interactions.
- A proactive and organised approach to work, with the ability to manage competing priorities and maintain focus in a busy and time -pressured environment
- High levels of personal accountability, reliability and integrity, with the ability to work independently within agreed policies, procedures and escalation frameworks.
- A flexible and adaptable attitude, with the willingness to support colleagues through shared responsibilities such as Pod inbox management and e -RS polling.
- Strong attention to detail and a conscientious approach to data quality, accuracy and compliance
- Confidence to raise concerns, highlight risks and escalate issues appropriately to support service performance and patient safety.
- Calm, professional and resilient when dealing with challenging situations, including managing distressed or dissatisfied patients
- A collaborative and supportive team member who contributes positively to Pod and departmental objectives
- Commitment to maintaining confidentiality, information governance and professional standards at all times.
- Motivation to learn, develop and maintain specialist knowledge relevant to elective access, outpatient booking and Trust systems.
- Others
- The post holder will be required to work flexibly in line with service needs, which may include supporting different specialties, Pods or workstreams within the Outpatient Appointment Centre.
- The post holder must be able to adapt to changing operational requirements, priorities and workflows, while maintaining service quality and compliance.
- The role requires the post holder to participate in shared team responsibilities, including covering colleagues as required to ensure continuity of service.
- Duties and responsibilities may change in response to service developments, organisational change or national policy requirements. The Trust will provide appropriate notice and training as required.
- The post holder must comply with all Trust policies, procedures and codes of conduct and uphold the Trust's values at all times.
- There may be a requirement to work across different Trust sites, systems or services, subject to service demand and with appropriate training.
- The post holder will be expected to demonstrate resilience, professionalism and a positive approach during periods of service pressure or change.
- Education & Prof
Useful to know
Agenda for Change 2024/25 pays Band 4 at £26,530 – £29,114 a year, across England.
This advert: £33,262 – £36,027 — outside the standard scale; check for HCAS/London weighting.
Posted 1d ago · Closes in 14d
Plenty of time to prepare a strong application.
Full advert · preview
Royal Free London NHS Foundation Trust
Band 4 OAC Bookings Team Coordinator
The closing date is 05 October 2026
Job summary
On site only, No hybrid working. Monday to Friday 09:00-17:30
The Outpatient Appointment Centre (OAC) Bookings Coordinator (Band 4) plays a vital role in delivering a high-quality, patient-focused outpatient booking and waiting list management service within the Elective Access function. The post holder is responsible for the end-to-end coordination of outpatient referrals and appointments, ensuring all activity is managed in line with national RTT requirements, Trust policies, and access standards.
The role requires specialist knowledge of outpatient pathways, booking rules, and elective access processes, with responsibility for validating waiting lists, managing e-Referral Service (e-RS) worklists, and proactively identifying and resolving pathway issues to support performance targets.
Working as part of a Pod-based model, the coordinator manages shared inboxes, triaged referrals, supports capacity utilisation, and works closely with clinical and administrative teams to ensure timely and accurate appointment booking. The post holder also acts as a key point of contact for patients, GP's, and internal stakeholders, providing professional communication and resolving complex queries to enhance patient experience.
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