Booking Co-ordinator

Booking Co-ordinator

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 on 01635 43100 to discuss further. or send your CV to lindsay@dovetailhrs.co.uk.