Client Bookings and Scheduling Co-ordinator

Please note: This is a 9 month FTC, with the possibility of an extension to 12 months.

As the Client Bookings and Scheduling Co-ordinator, you are key in ensuring our clients experience a smooth, friendly and efficient journey at the beginning of their assessment journey. You have a focus on ensuring clinicians' diaries are utilised efficiently and where there are gaps you work with the Client Bookings and Scheduling lead to resolve. You work closely with the wider Operations team to ensure our contracts are on track with delivery, ensure key point indicators and service level agreements are met. You support the Client Journey in delivering our service efficiently and think proactively to ensure project KPIs are being achieved.

What you’ll be doing

• Working within the Operations team to achieve key performance indicators and deliver service level agreements
• Liaising with clients and other third parties regarding any information needed throughout the assessment process to ensure there are no delays
• Ensuring the client journey is as short as possible by moving the client through the pathway effectively until completion.
• Collaborating with the clinical teams for input on internal or external queries, ensuring these get answered promptly
• Completing and presenting monthly data returns for stakeholders on project progress. Highlighting to clinical leads when there are issues to ensure solutions are in place
• Coordinate bookings, schedules, and appointments across multiple teams or disciplines.
• Manage booking systems, calendars, and records accurately and clearly.
• Flag clashes, changes, or gaps early and suggest solutions
• Work collaboratively with colleagues to adapt processes when needed
• Maintain clear, consistent documentation that supports transparency
• Work closely with the lead to identify any resource gaps or scheduling issues and offer ideas on how to resolve them
• Develop an understanding of all Owl services, projects, bookings processes and pathways

Titration

This list is not exhaustive but will capture key elements of the client journey with regards to titration that you are responsible for delivering.

• Liaising with internal and external stakeholders to support the client titration journey such as GPs to check status of Shared Care Agreements and cascade relevant information
• Checking for all outstanding invoices for Private clients
• Chasing deliveries of Prescription, checking for outstanding questionnaires, and medical documents from clients & GPs, to ensure a faster journey through the Medication Pathway and Ordering BP Monitors for all relevant clients

We'd love it if you have

• You’re someone who is:

• Organised
• Keen to learn and develop
• Self-motivated and able to prioritise workload
• Analytic with the ability to use reports and data to tell a story and drive decisions
• A team player and always there to support when workloads are high
• Able to work with changing demands and priorities

• Great experience in an administration role
• Knowledge of MS office applications (Excel, Word, PowerPoint)
• Healthcare experience or understanding of healthcare ways of working
• Managed diaries or scheduled appointments for multiple people/clients

What you’ll get

• Being part of a purpose led organisation, with strong values at the heart of everything we do.
• Working alongside our exceptional clinical leadership team and colleagues.
• The opportunity to do amazing work with our charity 'Waiting Well'
• 50% off assessments, making Autism & ADHD assessments more accessible for you and your family.
• Great leave benefits package includes 25 days of annual leave, increasing by 1 day after only 1 year service up to a maximum of 30 days, your birthday off, and a 'you do you' day to spend on yourself.
• Hybrid & Home working offering the perfect blend of flexibility and in-person collaboration!
• Growth opportunities, as we grow our teams.
• Protected time to connect with colleagues.

You’re someone who connects with our values

• We are one team
• We are reliable
• We are creative
• We are passionate

Don’t be put off if you cannot tick all the boxes. We know that candidates can be put off applying if you don’t feel you are 100% there, but we would still love to hear from you! We get that a diverse workforce makes a great workforce, this is the reason we are committed to creating a diverse and inclusive culture where our people can turn up, be themselves & thrive. We want you to be as relaxed as possible during our selection journey which may require an adjustment to our process. We encourage you to be open about what you need so we can adapt and allow you to thrive.