Booking and Administration Assistant in Macclesfield

We’re looking for a reliable, organised, and friendly Booking and Administration Assistant to join our team at Vernova Healthcare CIC. In this role, you’ll manage patient appointments, support clinical colleagues, and ensure accurate records, helping to make every patient’s experience smooth and positive. It’s a varied role where no two days are the same, and your attention to detail, proactive approach, and professionalism will make a real difference. If you enjoy working as part of a team and want to develop your skills in a supportive environment, this role is for you.

Main duties of the job

• The Booking and Administration Assistant will manage patient appointments, input and maintain accurate records in the clinical system, respond to patient and practice enquiries, support clinical colleagues, prepare and send clinic letters, and assist with service administration such as referrals, waiting lists, and meetings.
• You’ll help keep the service running smoothly, ensuring patients receive timely, professional, and efficient support.

About us

Vernova Healthcare CIC is a Social Enterprise healthcare service provider owned by GPs in East Cheshire. As a community interest company (CIC) it operates on a strictly not‑for‑profit basis, and any surpluses from services provided must be reinvested for the benefit of the people of East Cheshire. Vernova is an employing authority for the NHS Pension Scheme. We offer a supportive and pleasant working environment alongside a competitive salary.

Job responsibilities

The Booking and Administration Assistant will enhance the patient journey by providing a high‑quality, accurate and timely service to patients in relation to both new and follow‑up appointments. This is a multi‑skilled role in which the post‑holder will be required to carry out a full range of booking and administrative duties.

Main Duties & Responsibilities

• Input, validate and monitor data in the EMIS clinical system taking responsibility for the accuracy of the information entered in accordance with the Data Protection Act 1998.
• Ensure enquiries from patients and referring practices are responded to in a timely manner and forwarded on to the appropriate person.
• Support patients and clinical colleagues by executing duties in a professional, positive, and helpful manner.
• Scan and accurately upload information onto the clinical system indicating if clinical review is required.
• Accurately schedule clinics as directed by the Service Manager.
• Proactively manage service waiting lists, ensuring that the booking process and access policy is adhered to.
• Make best efforts to contact patients via a variety of methods, using different technologies to schedule appointments.
• Assist with clinical document preparation, ensuring that all the relevant information is available to the clinical team.
• Format and send out clinic outcome letters.
• Accurately record, process, and manage incoming referrals.
• Understand demand and capacity requirements across each of the services, highlighting any capacity issues to the Service Manager.
• Support the reduction of waiting times by ensuring the best use of clinical resources.
• Assist with staffing rotas in the absence of the Service Manager.
• Contribute to the development of service processes and procedures.
• Prepare documentation and take minutes as directed by the Service Manager for Service Meetings.

This list of duties is not intended to be exhaustive but indicates the main areas of work and may be subject to change, following consultation with the post‑holder, to meet the changing needs of the service.

Standard Requirements for All Roles

• Maintain a broad understanding of the work of Vernova Healthcare CIC and actively contribute ideas for the improvement of service provision.
• Ensure their own actions contribute to the maintenance of a high‑quality service.
• Be responsible for the development of their skills and competencies through participation in training and development activities and to maintain up to date technical and professional knowledge relevant to the post.
• Undertake statutory and mandatory training as deemed appropriate by Vernova.
• Discharge their duty to comply with all relevant guidelines in relation to Infection, Prevention and Control.
• Ensure the health and safety of themselves and others whilst at work; and adhere to all Vernova policies and procedures.

Health and Safety

All staff have a duty to ensure the health and safety of themselves and others whilst at work. Safe working practices and health and safety precautions are a legal requirement. ALL accidents must be reported to your manager and in line with the general philosophy of the CIC; you must participate in accident prevention by reporting hazards and following relevant policies and procedures including Moving and Handling guidelines.

Infection Control

All staff have a duty to comply with all relevant CIC guidelines and policies in relation to Infection, Prevention and Control. You have a duty to ensure that you minimise the risk of infection, infectious diseases and particularly Community Acquired Infection. This responsibility includes minimising the risk by highlighting any concerns you may have to the appropriate person as identified in the policies and guidelines.

We are inclusive. At the CIC we believe that quality for opportunity and freedom from discrimination is a fundamental right for everyone, and that diversity within our organisation and community is a strength to be valued, promoted, and developed. We welcome applications from people from all walks of life and backgrounds irrespective of peoples age, disability, sex, gender identity and gender expression, race or ethnicity, religion or belief, sexual orientation, or other personal circumstances. We understand that people perform better when they can be themselves and that by creating an environment that includes everyone will help our staff perform to their full potential. We do not discriminate against employees or job applicants and select the best person for each job based on relevant skills and experience.

Safeguarding Children and Vulnerable Adults

All staff must participate in safeguarding training appropriate to their role. They must familiarise themselves with local safeguarding procedures and act in line with these procedures in order to assist in the protection of children and adults from abuse.

Person Specification

• Experience working in a healthcare administration or busy customer‑focused environment.
• Educated to GCSE level (or equivalent) in Maths and English.
• Strong written and verbal communication skills, with the ability to handle sensitive information.
• Good literacy and numeracy skills.
• Knowledge of office and IT systems, procedures, and equipment.
• Understanding of confidentiality and the Data Protection Act 1998.
• High attention to detail and accuracy in all work.
• Ability to work effectively both independently and as part of a team.
• Ability to prioritise tasks and manage workload under pressure.
• Commitment to personal development and willingness to undertake training.
• Calm, reliable, and professional in all interactions.
• Experience using the EMIS clinical information system.
• Previous experience speaking with patients on the telephone.
• Evidence of relevant further education, such as an IT qualification.
• Knowledge of 18‑week Referral to Treatment rules.
• Knowledge of NHS Cancer waiting time targets.
• Awareness of diversity issues and ability to work in a non‑discriminatory way.

Employer name: Vernova Healthcare Community Interest Company

Salary: £20,351 a year – Full Time Equivalent (£25,439)