[Hiring] Booking Information Preparation Assistant @HRS Talent Solutions

Role Description

This position centres on the information people need before an appointment or booked service. A confirmation may already exist, but the person attending still needs to know:

• What reference to use
• Which approved documents to have ready
• How to correct a contact detail

The Booking Information Preparation Assistant checks the booking record and sends the appropriate practical guidance. The work is remote, online and written, with a close link to the team responsible for the appointment itself.

A useful preparation message is specific to the booking without making unsupported promises. It draws from approved instructions, gives the correct date and reference, and avoids adding requirements that are not part of the employer’s process.

Your job is to make the ordinary preparation steps clear, not to assess the merits of the person’s case.

What makes this role distinct

• You would not run the scheduling calendar or negotiate new times as your main duty.
• The emphasis is the short period after a booking is confirmed and before the person attends.
• You may review a list of upcoming appointments, check which information has already been sent, and prepare a message for those who still need it.
• A question may come back by email; you would answer if approved guidance covers it, or capture the issue for another team member.
• The finished task is a correct preparation message and a record that it was sent to the intended person.

Typical checks include

• The recipient
• The booking reference
• The date
• Any approved instructions that apply to that appointment type

You would be careful with messages where several people share a surname or where a person has more than one booking. If the supplied details do not agree, you would pause and clarify instead of sending a message with a plausible-looking but unverified date.

Before sending guidance

• Confirm that the booking is at the stage when preparation information should be sent.
• Use the instructions for that appointment type rather than a similar one.
• Check that the person has not already received the same information.

These checks keep the message relevant rather than merely complete.

You might spend time on

• Finding assigned bookings that need a preparation message.
• Comparing the booking details with the approved instructions for that type of appointment.
• Checking whether the relevant information has already been sent.
• Preparing clear written guidance with the correct reference and date.
• Recording delivery or an attempted contact in the team’s system.
• Answering routine follow-up questions from the approved material.
• Flagging a missing contact detail or contradictory booking information.
• Passing a request to change the appointment to the scheduling colleague.

The customer service element

The customer service element is about removing uncertainty for the person receiving the message. Someone may be new to the process or worried about turning up without a required item. A calm, direct reply can help, but it must stay within the information the employer provides.

You would also perform the office administration needed to keep the sending record accurate. Both matter: an excellent message is of little use if it goes to the wrong recipient, and a marked-complete task is misleading if nothing was actually sent.

Questions to refer onward include

• Whether an alternative document will be accepted.
• Whether a booking can be changed or an exception made.
• Whether a customer’s circumstances alter the ordinary preparation steps.

You can record the question accurately and make the handoff without trying to decide it yourself.

Starting out and learning the process

The hiring company will teach its appointment types, approved information and online systems. Related experience is helpful but not required. A candidate with little experience can succeed if they can follow written instructions, compare details carefully and write an understandable message.

• Previous reception, classroom coordination, volunteering or customer contact may provide relevant habits.
• You are not expected to know specialist preparation rules on the first day.

You should be comfortable asking a colleague when a record appears inconsistent. The role does not involve making eligibility decisions or demanding extra information from customers because you personally think it would be useful.

You will learn what can be sent routinely and what must be confirmed by the team. A suitable home office area can support focused handling of booking details and written replies.

Working terms

• Remote; full-time or part-time
• £28.75–£30.75 per hour

The actual working pattern and the types of appointments covered will be discussed during selection.

If this sounds like your kind of work

Use your CV to show any experience giving clear instructions, checking a booking or preparing information for someone else. Paid employment is not the only source of those examples.

If you have not used a scheduling system before, the employer’s training is designed to introduce its process. If you’re selected for the next step, you may be asked to complete an application on the hiring company’s website. Please ensure the contact information on your initial application is current.