We are looking for a Scheduling & Planning Coordinator to join our Occupational Health team in Teesside on a full-time, permanent basis. The role is based on-site in Teesside, working Monday to Friday during standard office hours.
As a Scheduling & Planning Coordinator, you will provide efficient, accurate, and professional administrative support to our Occupational Health services. You will play a key role in supporting both clinical and operational teams, ensuring appointments, records, and processes are managed smoothly and to agreed standards.
The role also acts as the day-to-day point of contact for a small portfolio of lower-complexity clients, helping to ensure consistent service delivery, effective communication, and a positive client experience.
This is a predominantly administrative role, with limited client account responsibilities appropriate to smaller accounts.
What you will do
- Provide comprehensive administrative support to the Occupational Health service
- Coordinate and book occupational health appointments, including clinic-based, remote, and on-site services
- Manage clinician and technician diaries to ensure effective utilisation and service coverage
- Process referrals, medical questionnaires, reports, and associated documentation in line with agreed turnaround times
- Maintain accurate and up-to-date records within iOH and other systems
- Support the onboarding of new clients, including system setup and administrative processes
- Liaise with clinicians, technicians, and operational teams to support smooth day-to-day service delivery
- Monitor workflows and highlight delays, risks, or issues to the appropriate manager
- Ensure compliance with GDPR, confidentiality, and clinical governance requirements at all times
- Act as the routine point of contact for a small portfolio of occupational health clients
- Respond to day-to-day client queries relating to appointments, processes, and service delivery
- Monitor basic client activity and flag concerns, trends, or issues to the Operations Director
- Escalate complaints, commercial discussions, or complex service issues appropriately
About you
- Strong organisational skills with the ability to manage multiple tasks and competing priorities
- Excellent written and verbal communication skills
- High level of accuracy and attention to detail
- Confident IT skills, including Microsoft Office and database systems
- Previous administrative experience within occupational health, healthcare, or a similar environment (desirable)
- Knowledge of occupational health services and terminology (desirable)
- Experience dealing with clients in a service delivery environment (desirable)
- Awareness of service level agreements (SLAs) and turnaround times (desirable)
- Professional, organised, and reliable
- Calm, methodical, and solution-focused approach to work
- Client-focused with a strong service-driven mindset
- Able to work independently as well as part of a team
- Comfortable working in a fast-paced, operational environment