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Scheduler Job Description: Top Duties and Qualifications

A Scheduler, or Patient Scheduler arranges appointments between patients and Physicians in a medical facility. Their duties include scheduling a patient’s appointment, greeting patients at the facility and organising the medical team’s calendar.

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Scheduler duties and responsibilities

A Scheduler is responsible for the logistical side of patient-Doctor appointments. They have a range of administrative tasks to undertake daily, their main duties and responsibilities include:

  • Answering the phone, replying to emails and communicating with patients
  • Making patients feel comfortable and welcome when they first arrive at the medical facility before directing them to the correct ward or room
  • Providing accurate and up-to-date information on timings and dates to both patients and medical staff
  • Providing a caring service to patients who might be nervous or worried before an appointment
  • Prioritising urgent appointments over non-urgent appointments
  • Moving appointments around to fit the calendar of Doctors or Nurses and then notifying patients of any changes
  • Reminding patients by phone or email that they have an appointment coming up in the next few days
  • Updating records, databases and calendars after appointments have been made or met
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Scheduler Job Description Examples:

Example 1

Veteran Fire Safety Ltd are looking for a strong Administrator with experience in Planning/Scheduling, with the ability to multitask within a busy environment.

Reporting to the Office Manager, the role demands a confident planner, with the ability to retain information, organise and prioritise their work.

Key Responsibilities (including but not limited to):

· Execute accurate and efficient planning for our assessors and Sub-Contractors

· Create a 3 monthly work forecast

· Ensure the smooth running of the diaries

· Maintain good relationships throughout

· Demonstrate a pleasant telephone manner

· Display a proactive positive attitude

· Problem solver

· Ensure the smooth running and booking in work for the assessors diaries

· Adhoc administration

· Proof reading Fire Risk Assessments

· Sending legal assessments to our clients

Experience/Qualifications Required:

· Administration and organisational skills

· Scheduling and planning work for a team

· PC literate (Microsoft Office)

· Customer Service

· Geographical Knowledge

· Multi-tasking

Working Hours:

Mon – Fri 9am – 4.30pm

In return we offer:

· Full Training

· Negotiable Salary between £18k-£21k annually dependent on skills/experience

· 28 days holidays (including bank holidays)

· A friendly working environment

· Immediate start is preferable

· Job Type: Permanent

COVID-19 Considerations:

Following guidelines and risk assessment

This job is not remote

Job Types: Full-time, Permanent

Salary: £18,000.00-£21,000.00 per year

Benefits:
  • Company events
  • Company pension
  • On-site parking
    Schedule:
  • Monday to Friday

    Experience:
  • Administrative experience: 2 years 2 years (preferred)

    • Example 2

    We are working on behalf of our client who are due to huge increase in business over the last 12 months recruiting two additional members of staff.

    A scheduling Coordinator / Planner & Customer Service Executive

    Scheduling Co-ordinator:

    You will be Delivering service excellence when liaising with customers booking in service engineer appointments and dealing with enquires from both customers and internal colleagues

    3. Responsibilities

  • Customer Service

    · First point of contact for inbound servicing calls

    · Receive incoming calls from service customers and respond to their enquiry or instruction in a prompt and efficient manner

    · First point of contact for Hubspot tickets and Servicing email

    · Communicate with customers via Hubspot and emails within the necessary response time SLA

    · Frequently review the Servicing In-Box and Hubspot Service tickets for emailed instructions from customers, to enable priority reactive call-outs to be responded to and booked-in promptly

    · Logging of service jobs on to our System

    · Outbound calls to customers for visits/updates

    · Phone customer’s site contact to confirm dates and times for our engineers to carry-out the work

    · Central point of contact for Customers and Sales team on job progress and updates

    · Maintaining communication with customers of progress of servicing jobs

    · Provide timely reports on job updates for key customers

    · Customer feedback

    · Build rapport with and maintain good working relationships with colleagues and customers

  • General

    · Ad-hoc tasks as required.

    4. Person Specification

    · A team player who can also be work on their own initiative

    · Able to prioritise a very busy workload

    · Excellent communication skills and telephone manner

    · Able to handle a volume of inbound and outbound calls

    · Computer literate

    · May have previous Planning / Scheduling experience

    The role will be Monday - Friday - Office based in essential.

    08.00 - 17.00 (Half hour for lunch)

    £25,000 - £30,000 Depending upon previous experience.

    Call Laura Richards on 0[phone number] to discuss or apply online.

    Customer Service Executive:

    Customer Service Executive is required for a fast growing and busy business within the maintenance and service industry located in Emersons Green, Bristol, BS16.

    A varied, interesting, and rewarding role, that involves interacting with several different departments including Sales, Customer Service, Operations and Finance.

    Reporting to: Customer Service Team Leader

    Objective: To carry out all operations and procedures in an efficient and accurate manner as directed by the Team Leader. Using all the necessary systems to make sure data in-putted correctly and all necessary ations are completed and sent to the appropriate customers.

    General duties:

  • Always provide excellent Customer Service to external and internal customers. Understand customer’s needs and how we can best satisfy their requirements, in-line with our business objectives.
  • Work Pro-actively with Key Account Managers to deliver the best possible customer experience.
  • Ensure clear communication to all customers via their respective portals to meet SLAs
  • Ensure a timely and accurate ation to all e request
  • Work with Equipment salespeople to maximise opportunities for replacement of equipment
  • Follow-up all ations to transfer them into orders
  • Ensure the accurate and timely processing of follow-up work and invoices
  • Respond to all customer enquiries in a timely manner.
  • Report all communication with customers on to the CRM system
  • Receiving phone calls (customer/engineer enquiries) and directing them to the correct departments or responding to them efficiently
  • Ensure all invoice queries are dealt with in a timely manner
  • Collaborate effectively with other departments, specifically sales, operations, and accounts to benefit the company as a whole
  • Carrying out instructions from the Office Manager as required
  • Other work which may be necessary from time to time
  • Make sure all personal Health and Safety procedures are adhered to

    Person Specification

    The person fulfilling the Customer Service Executive role will be enthusiastic and have the personal desire to provide outstanding customer service to external and internal customers and colleagues whilst demonstrating the attitudes and behaviour expected.

  • Strong customer focus: passionate about supporting our customers through the service we provide
  • Positive, friendly “Can do” attitude, Contributing to the customer experience.
  • Diligent with a keen attention to detail. Work is precise and avoids administrative oversights.
  • Is a team player who likes to engage with and support colleagues.
  • A hands-on, structured and well organised approach, focusing on daily disciplines.

    The role will be Monday - Friday - Office based in essential.

    08.00 - 17.00 (Half hour for lunch)

    £25,000 - £30,000 Depending upon previous experience.

    Call Laura Richards on 0[phone number] to discuss or apply online.

    Job Types: Full-time, Permanent

    Salary: £25,000.00-£30,000.00 per year

    Schedule:
  • 8 hour shift

    Ability to commute/relocate:
  • Emersons Green, Bristol: reliably commute or plan to relocate before starting work (required)

    Experience:
  • Supply chain: 1 year ID: egreen

    • Example 3

    Scheduler - to £26,000 p.a. - Hybrid working available

    Full Job Description:

  • An exciting opportunity to join a leading Homecare Provider
  • Be part of a fast-pace and supportive environment

    About Our Client:

    A leading private homecare organisation is in need of a Scheduler to join their growing team on a permanent basis. This is an office based role with a hybrid working element after the full Induction and training has successfully been completed.

    Job Description:

    The key responsibilities of the Scheduler include:
  • Being responsible for effectively managing the schedules for all carers travelling to customers homes to deliver care
  • Answering phones, emails, CRM cases, and schedules and confirming appointments, and inputting data into the system
  • Maintaining all tasks, including raising jobs, requisitions, follow-on works, and sub-contractor works; ensure all records are always kept up to date including job details, appointments, job statuses, relevant time & dates, costs
  • Building up strong personal relationships with customers and Carers

    The successful candidate will have:
  • Experience of working in a scheduling role is desirable
  • Good level IT skills and literacy
  • Self-motivated, resilient, assertive, and confident
  • Ability to scrutinise data and provide recommendations
  • Proven experience with excellent customer service skills

    Job Type: Full-time

    Salary: £24,000.00-£26,000.00 per year

    Schedule:
  • 8 hour 1 year (required)

    • Example 4

    The Client

    One of the UK’s leading food safety auditor companies with an office in Framlingham is looking for Food Safety Audit Schedulers to join their busy, professional yet friendly team.

    The Role

    As an Audit Scheduler within the Client Operations team, you will be responsible for the efficient planning of global food safety audits for a large retail client. You will work closely with the internal team and the client’s technical managers to ensure the audit schedule is successfully delivered as outlined in the client’s service level agreement. You will liaise with the auditing team ensuring they are working at optimum capacity and cost-effectively.

  • Will be given full training *

    The Candidate
  • Solid high level administrative experience working on multiple projects at one time

  • IT literate in all Microsoft Office applications, knowledge of Dynamics 365 would be advantageous

  • Very well organised with a strong attention to detail and accuracy

  • Commercial awareness with proven experience in decision-making to achieve maximum commercial capability

  • Ability to work independently

  • Good geographical knowledge of UK and across the world

    Applicants: Due to the expected large volume of applications you should assume you have been unsuccessful should you have not heard within 7 days of your application

    Berwyn Thomas Consultancy Group are acting as an employment business/agency in relation to this vacancy.

    Job Type: Full-time

    Salary: £20,000.00-£23,000.00 per year

    Benefits:
  • On-site parking
    Schedule:
  • Monday to Friday

    Ability to IP13 9EZ: reliably commute or plan to relocate before starting work (preferred)

    • What does a Scheduler do?

    A Scheduler facilitates the day-to-day bookings of patients that need to see medical professionals. They are the first point of contact between patients and medical professionals. A Scheduler also performs many administrative and logistical duties. They schedule new appointments around existing appointments and other meetings or events the Doctor or Nurse needs to make that day.

    Scheduler skills and qualifications

    A Scheduler needs to have excellent administrative and organisational skills. Customer service skills alongside the ability to communicate accurately and in a timely manner are also essential. A successful Scheduler candidate will have various prerequisite skills and qualifications that typically include:

    • Communication skills to accurately convey important information over the phone, in person or via email to patients and medical staff
    • Professionalism to communicate in a polite and professional manner
    • Ability to quickly resolve scheduling and logistics conflicts
    • Basic knowledge of health care terminology and practices
    • Ability to accurately input data into spreadsheets such as Excel
    • Knowledge of other computer programs such as Word

    Scheduler experience requirements

    A successful Scheduler must have experience working with computer programs and experience communicating over the phone, even if they have no direct experience booking appointments or organising logistics.

    An ideal candidate should have previous experience working in an administrative role such as a Receptionist or Administrative Assistant, if it’s in a medical capacity such as a Doctor’s surgery or a clinic, it will be even more relevant. Experience in a Receptionist role at a hotel or as an Administrative Assistant in a busy office, demonstrates valuable transferable skills.

    Scheduler education and training requirements

    A Scheduler needs to have excellent results in English, IT and maths at GCSE level. Strong A-levels in English and maths are desirable, or strong results in a practical college course. Candidates can demonstrate the right administrative experience and knowledge by earning a Level 1 Certificate in Business and Administration or a Level 2 Diploma in Reception Operation and Services.

    Scheduler salary expectations

    According to Indeed Salaries, the average salary for a Scheduler in the UK is £21,387 per year. Salary is dependent on experience, location and company.

    Job description samples for similar positions

    If Scheduler isn’t the exact job you are searching for, then other job description samples are also available:

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    Scheduler job description FAQs

    Who does a Scheduler report to?

    A Scheduler often reports to a Manager within their department. This could be a Senior Scheduler or a Senior Receptionist, for instance. Schedulers also need to regularly report into medical staff at the facility where they work, such as the Doctor or Nurse, to ensure smooth communication.

    What makes for a great Scheduler job description?

    A great Scheduler job description accurately conveys the necessary experience and qualifications that a candidate needs to be successful. If entry-level candidates are being accepted, this must be explicitly mentioned to encourage a wider pool of applicants who might not have direct administrative experience or experience working in a medical environment, but who still have the necessary skills and personality to succeed as a Scheduler.

    What is the difference between a Scheduler and a Coordinator?

    A Scheduler is concerned with the administrative needs of a medical facility, whereas a Coordinator is in charge of organising large events. A Coordinator will have many similar duties and responsibilities, but the events they organise span across a wide range of industries, not just medical.

    Do Schedulers have different responsibilities in different industries?

    Schedulers can be found in different industries for example there are Logistical Schedulers who work outside the medical field. Logistical Schedulers work in industries such as transportation, retail or manufacturing. Their responsibility is to organise transportation, arrange meetings with suppliers and coordinate deliveries.

    Job Description Examples

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