Waiting List Co-ordinator
Sheffield Teaching Hospitals NHS Foundation Trust
The closing date is 28 April 2025
Job summary
An opportunity has arisen for a Waiting List Coordinator to support the administrative function within the Cardiothoracic Services at the Northern General Hospital. This is an exciting opportunity to work in a busy, fast paced surgical scheduling team.
The successful candidate will have a methodical approach to work, be extremely well organised, have the confidence to approach challenges head on, problem solve and have a flexible attitude incorporating the Trust PROUD values. A clear understanding of patient confidentiality as well as a background in an administrative setting. This post would ideally suit an individual wanting to further their experience in waiting list management. Previous waiting list coordination experience would be advantageous. Effective computer skills are essential along with experience of using a hospital computer system and conducting meetings via Microsoft Teams. There are daily morning meetings involving the Cardiothoracic Scheduling Team, Clinicians and wider Theatre Team with a responsibility to the waiting list coordinators to attend these meetings and contribute.
To work as part of the scheduling team ensuring designated, urgent inpatient clinical activity, outpatient clinical activity and outpatient waiting lists are managed efficiently and effectively in line with both national and local standards and the workload is managed in a timely and accurate manner.
Working hours/pattern: 30 hours a week. Monday- Thursday - Core Hours 8am and 5pm
Main duties of the job
- To facilitate and manage patients on a waiting list and liaise with administration teams to ensure patients are then managed through their treatment pathway within the 18 week standard and cancer pathways.
- To ensure theatre capacity is utilised and escalate any vacant theatre slots with urgency.
- To work in coordination with Lead Theatre Practitioner to inform of complex theatre cases, joint cases and other areas that will require further preparation by theatre team.
- To manage and maintain the Directorate waiting lists (lists as defined by the Service Manager) on a regular basis and ensure all patients are being appropriately listed for treatment within the Trust Access Policy.
- To ensure patients cancelled on day of admission or surgery for non-clinical reasons are rescheduled for their procedure within 28 days and to escalate these cancellations to line manager and senior management.
About us
You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.
Job description
Job responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
When completing your application please ensure that you clearly demonstrate how you meet the role criteria.
Job description
Job responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
When completing your application please ensure that you clearly demonstrate how you meet the role criteria.
Person Specification
Qualifications
Essential
- Administrative experience
- Good standard of Education including 5 'C/4' grade GCSE's or equivalent (inc English Language and Maths)
- Competence in use of various computer software packages
Desirable
- Medical Terminology
- EPR trained (Training available)
Experience
Essential
- Relevant experience within an administrative role
- Experience of working with the general public
- Evidence of a positive approach to working in complex environments
- Experience of setting and maintaining work standards
- Ability to provide a range of options to deal with complex working situations
- Methodical, conscientious & reliable
- Knowledge of RTT 18 week pathways
- Experience of managing a waiting list
Desirable
- NHS experience
- Evidence of team working
- Elective and/or emergency admission knowledge
Special Skills/Aptitudes
Essential
- Strong Computer Skills
- Competent e-mail user
- Experience of dealing with tight deadlines and targets.
- Highly organised and have the ability to coordinate and prioritise own workload
- Have and promote a professional working attitude
- Ability to work as part of a team
Desirable
- Familiarity with NHS performance targets
Interpersonal Skills/Communication Skills
Essential
- Excellent interpersonal and communication skills
- Excellent telephone manner
- Able to demonstrate initiative and deal with sensitive information.
- Ability to cope effectively under pressure
- Accurate attention to detail
- Experience of dealing with stressed/upset individuals in an empathetic manner.
- Ability to adapt to rapidly changing demands and expectations.
- Ability to use own initiative and act quickly and decisively.
- Diplomacy Skills
Desirable
- Evidence of interacting with a wide range of people
Person Specification
Qualifications
Essential
- Administrative experience
- Good standard of Education including 5 'C/4' grade GCSE's or equivalent (inc English Language and Maths)
- Competence in use of various computer software packages
Desirable
- Medical Terminology
- EPR trained (Training available)
Experience
Essential
- Relevant experience within an administrative role
- Experience of working with the general public
- Evidence of a positive approach to working in complex environments
- Experience of setting and maintaining work standards
- Ability to provide a range of options to deal with complex working situations
- Methodical, conscientious & reliable
- Knowledge of RTT 18 week pathways
- Experience of managing a waiting list
Desirable
- NHS experience
- Evidence of team working
- Elective and/or emergency admission knowledge
Special Skills/Aptitudes
Essential
- Strong Computer Skills
- Competent e-mail user
- Experience of dealing with tight deadlines and targets.
- Highly organised and have the ability to coordinate and prioritise own workload
- Have and promote a professional working attitude
- Ability to work as part of a team
Desirable
- Familiarity with NHS performance targets
Interpersonal Skills/Communication Skills
Essential
- Excellent interpersonal and communication skills
- Excellent telephone manner
- Able to demonstrate initiative and deal with sensitive information.
- Ability to cope effectively under pressure
- Accurate attention to detail
- Experience of dealing with stressed/upset individuals in an empathetic manner.
- Ability to adapt to rapidly changing demands and expectations.
- Ability to use own initiative and act quickly and decisively.
- Diplomacy Skills
Desirable
- Evidence of interacting with a wide range of people
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
