Job summary
We currently have an 12 month vacancy for a Full Time Waiting List Coordinator working in our Dermatology Department covering Skin Surgery.
The role will be based at the Treatment Centre on the QMC Campus but you will be expected to work cross sites at the QMC Campus and Treatment Centre if required.
Main duties of the job
The post holder will work as part of a team of Waiting List Coordinators and be responsible for covering the Skin Surgery services including Biopsy bookings, maximising capacity, providing support for the administrative team as well as communicating with the wider Dermatology clinical and nursing teams to ensure Cancer targets are met and patients are treated timely within their cancer pathways.
The successful candidate will have experience in managing and coordinating waiting lists, working alongside people of all levels and seniority confidently. They will have excellent decision making skills and the ability to work autonomously.
An understanding of local and national Cancer and RTT targets is essential. You may attend local and divisional PTL meetings and support the leadership team in the completion of various reports.
About us
We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve.
With endless personal development opportunities available, at NUH we will endeavour to turn your job into a career!We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.
Dermatology/Skin Surgery is a very fast paced, complex service and as such, the ability to multi task, work under pressure and to strict deadlines and exceptional time management and organisational skills are a must.
The successful candidate will be expected to attend weekly cancer MDT meetings and immediately follow up any actions in relation to patients requiring an appointment or surgery to ensure pathway targets are strictly met and adhered to at all times.
Job description
Job responsibilities
Responsible for adding/removing patients to the NUH waiting list and co-ordinating/booking admission to hospital, using hospital IT systems, e.g. Medway PAS/Bluespier
Act as the first point of contact within the Trust for patients who have enquiries regarding admission details and waiting list queries, either in person, telephone, email etc.
Be responsible for management and accurate validation of consultant waiting lists in line with 18 week RTT and Cancer targets, maintaining accurate records to ensure all admissions for elective procedures are outcomed and completed on Medway PAS, in line with Trust Access Policy
Ensure patients are added to appropriate waiting lists using hospital IT systems in accordance with Trust policies.
Ensure all relevant actions are taken to initiate, amend and cancel theatre lists in accordance with theatre policy
To be responsible for arranging emergency cover for theatre sessions where the surgeon becomes unavailable at short notice.
Please refer to the job description and person specification attached to the advert for the full details of the vacancy.
Job description
Job responsibilities
Responsible for adding/removing patients to the NUH waiting list and co-ordinating/booking admission to hospital, using hospital IT systems, e.g. Medway PAS/Bluespier
Act as the first point of contact within the Trust for patients who have enquiries regarding admission details and waiting list queries, either in person, telephone, email etc.
Be responsible for management and accurate validation of consultant waiting lists in line with 18 week RTT and Cancer targets, maintaining accurate records to ensure all admissions for elective procedures are outcomed and completed on Medway PAS, in line with Trust Access Policy
Ensure patients are added to appropriate waiting lists using hospital IT systems in accordance with Trust policies.
Ensure all relevant actions are taken to initiate, amend and cancel theatre lists in accordance with theatre policy
To be responsible for arranging emergency cover for theatre sessions where the surgeon becomes unavailable at short notice.
Please refer to the job description and person specification attached to the advert for the full details of the vacancy.
Person Specification
Qualifications
Essential
- Educated to GCSE standard with passes at grade C or above for English and Maths or similar through vocational training
- Good command of the English language - both written and spoken
- Business Administration at Level 3 Qualification
- RSA 3 or equivalent
- Comprehensive PC skills including databases, word processing, email and MS Office products
- Evidence of commitment to continued learning or improvement through attendances at courses
Experience
Essential
- Proven clerical experience
- Proven experience of waiting list management within the NHS
- Demonstrate knowledge of waiting list management
- Experience of Microsoft Outlook, Word and Excel
- A thorough understanding and a practical ability to implement the Trust Waiting List Policy and Procedures
- Experience of working to deadlines
- Possess a thorough understanding of the patient focused care
- Able to deal confidently with senior managers within the Trust/from other healthcare providers
Desirable
- Knowledge of medical terminology
Judgement skills
Essential
- Ability to recognise and advise senior managers on operational issues affecting waiting lists, theatre schedules and capacity
- Must have a full understanding of the Data Protection Act 1998 and be fully conversant with patient confidentiality
- Able to suggest solutions to waiting list issues
- Use judgement and decision making skills
- Experience of monitoring waiting lists
- Uses resources cost effectively
- Identifies new approaches and ideas to problems
Planning and Organisational
Essential
- Demonstrates an ability to organise own work schedule
- Manages time effectively
- Ability to multi-task
- Excellent organisational/co-ordination/work prioritisation skills
- Consistently works to a high standard
- Works within prescribed deadlines
- Demonstrates an understanding of financial implications within theatre utilisation/scheduling
Communication
Essential
- Must be able to clearly and accurately convey information verbally to different audiences including patients, GPs, Medical PAs, Consultants, Managers, hospital admin & clinical staff
- Can answer factual questions clearly and concisely
- Ability and experience to be discerning in sensitive situations
- The ability to deal with conflict in a diplomatic and tactful manner
- Must be able to provide advice to staff on the practical application of guidelines and policies
Commitment to Trust Values and Behaviours
Essential
- Must be able to demonstrate behaviours consistent with the Trust's behavioural standards
Physical skills
Essential
- Good IT skills
- Able to use email and other various office equipment
Other requirements specific to the role (e.g. be able to work shifts/on call)
Essential
- Demonstrates an awareness of the importance of prompt timekeeping and good attendance at the workplace
- Remains calm and co-operative under pressure or in difficult and uncertain situations
- Gives consistent and stable performance under pressure
- Must be able to concentrate for long periods of time, whilst being interrupted by telephone calls and face-to-face queries
- Displays self-confidence, innovation and positive image
- Ability to assist in the mentoring and training of new staff
- Flexible approach to unpredictable work patterns to accommodate urgent situations
Person Specification
Qualifications
Essential
- Educated to GCSE standard with passes at grade C or above for English and Maths or similar through vocational training
- Good command of the English language - both written and spoken
- Business Administration at Level 3 Qualification
- RSA 3 or equivalent
- Comprehensive PC skills including databases, word processing, email and MS Office products
- Evidence of commitment to continued learning or improvement through attendances at courses
Experience
Essential
- Proven clerical experience
- Proven experience of waiting list management within the NHS
- Demonstrate knowledge of waiting list management
- Experience of Microsoft Outlook, Word and Excel
- A thorough understanding and a practical ability to implement the Trust Waiting List Policy and Procedures
- Experience of working to deadlines
- Possess a thorough understanding of the patient focused care
- Able to deal confidently with senior managers within the Trust/from other healthcare providers
Desirable
- Knowledge of medical terminology
Judgement skills
Essential
- Ability to recognise and advise senior managers on operational issues affecting waiting lists, theatre schedules and capacity
- Must have a full understanding of the Data Protection Act 1998 and be fully conversant with patient confidentiality
- Able to suggest solutions to waiting list issues
- Use judgement and decision making skills
- Experience of monitoring waiting lists
- Uses resources cost effectively
- Identifies new approaches and ideas to problems
Planning and Organisational
Essential
- Demonstrates an ability to organise own work schedule
- Manages time effectively
- Ability to multi-task
- Excellent organisational/co-ordination/work prioritisation skills
- Consistently works to a high standard
- Works within prescribed deadlines
- Demonstrates an understanding of financial implications within theatre utilisation/scheduling
Communication
Essential
- Must be able to clearly and accurately convey information verbally to different audiences including patients, GPs, Medical PAs, Consultants, Managers, hospital admin & clinical staff
- Can answer factual questions clearly and concisely
- Ability and experience to be discerning in sensitive situations
- The ability to deal with conflict in a diplomatic and tactful manner
- Must be able to provide advice to staff on the practical application of guidelines and policies
Commitment to Trust Values and Behaviours
Essential
- Must be able to demonstrate behaviours consistent with the Trust's behavioural standards
Physical skills
Essential
- Good IT skills
- Able to use email and other various office equipment
Other requirements specific to the role (e.g. be able to work shifts/on call)
Essential
- Demonstrates an awareness of the importance of prompt timekeeping and good attendance at the workplace
- Remains calm and co-operative under pressure or in difficult and uncertain situations
- Gives consistent and stable performance under pressure
- Must be able to concentrate for long periods of time, whilst being interrupted by telephone calls and face-to-face queries
- Displays self-confidence, innovation and positive image
- Ability to assist in the mentoring and training of new staff
- Flexible approach to unpredictable work patterns to accommodate urgent situations
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.