Theatre Booking Coordinator TLNT1_NI in Belfast

At Cathedral Eye Clinic, you will be joining a highly regarded specialist team committed to delivering outstanding patient care and clinical excellence. We offer a supportive and collaborative working environment, opportunities for professional development, and the chance to make a meaningful impact on every patient's treatment journey.

This role provides an excellent opportunity to develop expertise in patient pathway management, theatre scheduling, and healthcare administration while contributing to the continued growth and success of our service.

The Theatre Booking Co-ordinator plays a vital role in delivering an exceptional patient experience at Cathedral Eye Clinic. Responsible for the day-to-day coordination of surgical appointments, the post holder will ensure patients receive seamless, efficient, and compassionate support throughout their treatment journey.

This is an exciting opportunity for a highly organised and proactive individual who enjoys working in a fast-paced healthcare environment. The successful candidate will work closely with consultants, nursing teams, clinical staff, and administrative colleagues to coordinate surgical scheduling, manage patient pathways, and optimise theatre utilisation.

Acting as a central point of contact for patients and colleagues, the Theatre Booking Co-ordinator will help maximise theatre capacity, minimise cancellations and delays, and contribute to the ongoing development and growth of the service. The role offers the opportunity to make a meaningful difference to patient outcomes while supporting the delivery of high-quality, efficient care.

The post holder will contribute to Cathedral Eye Clinic's commitment to Quality Care, Clinical Excellence, and Patient Safety, ensuring all activities are carried out in accordance with clinical governance requirements, GDPR, insurance regulations, and organisational policies.

Main Duties and Responsibilities:

• Theatre Scheduling and Capacity Management: Manage all surgical bookings in line with Cathedral Eye Clinic policies and procedures. Act as the key point of contact between clinical and administrative teams throughout the patient pathway. Monitor theatre capacity, proactively filling cancellations and maximising utilisation. Coordinate consultant theatre schedules and resolve booking conflicts. Monitor waiting lists, booking targets, and theatre utilisation, providing updates to management. Support capacity planning, business continuity, and service improvement initiatives. Contribute to reducing cancellations and improving operational efficiency.
• Patient Pathway Coordination: Coordinate patient journeys from surgical booking through to admission and post-operative follow-up. Ensure patients receive timely information and support throughout their treatment pathway. Liaise with consultants, nursing teams, and administrative colleagues to ensure seamless coordination of care. Monitor patient progression to support efficient scheduling and minimise delays. Escalate pathway issues appropriately and proactively seek solutions to maintain an excellent patient experience. Support the delivery of efficient, safe, and patient-centred care.
• Patient Communication and Customer Service: Deliver an excellent patient experience through responsive and professional customer service. Act as a key point of contact for patients, carers, consultants, and colleagues. Provide clear and accurate information regarding appointments, surgery, and admission arrangements. Respond to enquiries, concerns, and feedback in a timely and professional manner, escalating where appropriate. Build positive relationships with patients and promote confidence in Cathedral Eye Clinic services. Support prospective patients by providing information on treatment options and associated costs.
• Administration and Records Management: Maintain accurate patient, booking, and scheduling records across all systems, including Salesforce. Manage the theatre bookings inbox, ensuring enquiries are actioned promptly and appropriately. Coordinate and maintain diaries for surgical procedures, pre-operative appointments, and post-operative reviews. Monitor consultant availability to support effective scheduling and theatre utilisation. Produce reports and booking information as required. Support billing, administration, and record management processes.
• Insurance, Governance and Compliance: Obtain all required insurance authorisations before admission. Maintain accurate records and ensure compliance with organisational, governance, GDPR, and insurer requirements. Maintain patient confidentiality and the secure handling of information. Escalate governance or compliance concerns appropriately. Support Human Tissue Authority requirements where applicable.
• Service Improvement and Team Contribution: Support service improvement, operational efficiency, and business development initiatives. Provide flexible administrative support, including cross-cover and special projects as required. Assist with Waiting List Initiative and Cross-Border service activities. Work collaboratively to deliver an excellent patient experience and high-quality service.
• Professional Responsibilities: Demonstrate professionalism, integrity, and confidentiality. Manage priorities effectively and work independently when required. Comply with organisational policies, including GDPR requirements. Support organisational objectives and continuous professional development. Remain flexible and undertake duties appropriate to the role.

Terms and Conditions:

• Hours of work: 37.5 hours per week, Monday to Friday 9:00am to 5:30pm with a 60-minute unpaid lunch.
• A competitive salary depending on experience.
• Bi-Annual Bonus.
• 31 days annual leave (including statutory holidays), increasing after 3 years service.
• Additional paid birthday leave.
• Private health care.
• Perks Card.
• Pension contribution.

Essential Criteria:

• Experience working in a fast-paced environment requiring a high level of accuracy and attention to detail.
• Previous experience in a customer service and/or administrative role.
• Experience coordinating appointments, complex schedules, or multiple stakeholders.
• Experience using computerised scheduling, patient management, or other administrative systems.
• Experience managing a busy workload and competing priorities.

Knowledge and Skills:

• Excellent communication and interpersonal skills.
• Strong attention to detail with the ability to manage complex information accurately and efficiently.
• Well-developed organisational, administrative, and IT skills.
• Proactive approach to work with the ability to identify issues and implement solutions independently.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Ability to coordinate multiple priorities while maintaining high standards of customer service.
• Confidence in communicating with a range of stakeholders and building effective relationships with patients, consultants, and colleagues.

Personal Attributes:

• Professional, approachable, and patient-focused.
• Proactive, adaptable, and flexible in response to changing service needs.
• Calm, resilient, and reliable when working under pressure.
• Committed to delivering high standards of service and supporting continuous improvement.

Desirable Criteria:

• Previous experience working within a healthcare environment.
• Experience coordinating patient pathways, appointments, or theatre scheduling.
• Knowledge of ophthalmology, day surgery, or private healthcare services.
• Experience using Salesforce or a similar patient management system.
• Understanding of GDPR, clinical governance, and healthcare administration processes.

Skills: interpersonal skills, problem-solving skills, organisational skills.

Benefits: Competitive salary, bi-annual bonus, birthday off, private health care, Perks Card.