Booking Co-ordinator

Booking Coordinator

Location: Newbury, West Berkshire

Position: Temporary - Ongoing

Hours: Monday-Friday 37.5 Hours 9am-5pm

Salary: £13.54 per hour (Equivalent to £26,400 pa)

About the role:

A Booking Co-ordinator is responsible for managing appointments, coordinating Assessor schedules, and providing support to onsite personnel. This role plays a vital part in delivering high-quality customer service and ensuring client expectations are consistently met. Booking Co-ordinators will be allocated a set list of clients to promote consistency and close working relationships with the clients.

Your responsibilities:

• Manage and coordinate appointments, bookings and schedules.
• Communicate with clients to confirm bookings and address any changes or inquiries.
• Maintain and update calendars, booking systems and relevant databases.
• Support internal teams (e.g., field staff, trainers, consultants) by providing up-to-date scheduling information and necessary information.
• Monitor booking workflows to avoid conflicts, delays or double bookings.
• Handle cancellations, rescheduling and urgent booking requests promptly and professionally.
• Ensure a high standard of customer service and client satisfaction.
• Arrange flights, accommodations and transport where required.

Health and Safety Duties:

• Actively support and promote the organisation’s health and safety policies and procedures.
• Encourage safe practices among all personnel by ensuring job bookings include relevant safety briefings and instructions.
• Ensure all bookings include site-specific safety requirements or known risks (e.g., confined spaces, high-risk areas, asbestos registers, PPE requirements).
• Share client-provided health and safety protocols or access restrictions with field staff in advance.
• Ensure that inspectors, engineers or assessors are briefed with the correct documentation before attending site.
• Record any incidents or near misses reported by staff.
• Escalate reported incidents to the health and safety team or line manager.
• Report any safeguarding concerns, raised by the Assessor following an appointment, to the client’s key contacts.

Key Performance Indicators:

• To maintain a Bradford score (sickness reporting) of less than 60 points.
• Respond to client queries, on average, within 48 hours (prioritising those that has been identified as urgent).
• For planned Fire Risk Assessment programmes, appointments should always be pencilled in advance of three months.
• For planned Fire Risk Assessment programmes, appointments should always be confirmed with clients in advance of one month.
• Booking systems to be accurate at all times.
• Appointment information, including property and client details, accurate at the time of booking confirmation.
• High risk actions are called through to clients on the same day as the appointment.
• Assist in the process of returning reports to a client within 10 working days of the appointment.

If you would like to know more about this role, please call Lindsay or Kate to discuss further.