Leeds Teaching Hospitals

Assistant Patient Services Co-ordinator (XN04)

The closing date is 31 July 2025

Job summary

Expected Shortlisting Date

31/07/2025

Planned Interview Date

18/08/2025

An exciting opportunity has arisen to join the Cardiac Surgery Administration Team.

We are looking for a focused and highly motivated individual to join the team as Assistant Patient Services Co-ordinator for Cardiac Surgery.

The successful candidate will work closely with the Business Manager and Patient Services Co-ordinator to deliver performance targets and service improvement. They will be responsible for managing waiting lists and supporting the PSC in the day to day management of our administration team including admin and clerical officers, ensuring the seamless flow of medical correspondence and administrative processes. The role also involves an element of urgent inpatient theatre scheduling and secretarial support including audio typing, copy typing, proof-reading of clinical documents, minute taking, utilising diverse IT skills to support consultants and managing workloads in alignment with departmental requirements. To maintain regular communications with all staff to ensure they all receive and participate in briefings and are aware of knowledge and information relating to them and their role.

Potential applicants are welcome to contact Gillian Coates for further information and informal queries on gilliancoates@nhs.net

Main duties of the job

It is essential that applicants have significant experience in waiting list management with an extensive knowledge of the inpatient pathway. Knowledge of patient administration processes, referral to treatment pathways and staff management. Applicants should have the ability to think calmly and logically under pressure ensuring deadlines are met, whilst maintaining high standards.

The post holder will be expected to be an effective team player, with the ability to work flexibly in a diverse and demanding environment to meet the evolving needs of the service. Excellent interpersonal and communication skills are essential as the post holder will be expected to be able to communicate effectively and sensitively with a wide range of people.

To take a lead role in the management of elective waiting lists, ensuring that all patients are seen within the required time scales and in accordance with NHS targets and Trust policies.

To ensure all patients enquiries are dealt with in a friendly and professional manner and that patient admin staff provide exceptional customer service.

Undertake general administrative duties including filing, typing, photocopying, scanning of medical notes, arrangement of meetings and dealing with general communication. Such other duties at a comparable level of responsibility maybe allocated to the post or post-holder.

About us

Come and join our team in Leeds and become part of The Leeds Way sharing our vision and values. Our Trust is recognised for our staff engagement, great care and rated GOOD by the Care Quality Commission.

Leeds Teaching Hospitals NHS Trust is one of the largest acute health providers in the UK and based in one of the fastest growing and vibrant cities in the north.

At Cardio-Respiratory CSU, we aim to be a fair and supportive CSU with positive, caring teams who are champions of the Leeds Way values. Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are:

Patient-centred

Collaborative

Fair

Accountable

Empowered

Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.

Details

Date posted

10 July 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£27,485 to £30,162 a year

Contract

Permanent

Working pattern

Full-time

Reference number

C9298-CRS-283

Job locations

Leeds General Infirmary

Great George Street

Leeds

LS1 3EX


Job description

Job responsibilities

The Assistant PSC will provide a high quality service in line with Trust standards and be able to communicate sensitivity and effectively with a wide range of people including medical staff, patients and colleagues. Support the Patient Services Co-ordinator and the Business Manager in delivering the services for the speciality.

The Assistant PSC will manage their defined areas within the speciality and will be responsible for prioritising work, developing staff, reviewing working practices to ensure the effective running of the department and effective communication structures are implemented. They will ensure that processes/procedures comply with legislation requirements covering Health & Safety, Data Protection and Confidentiality.

Job description

Job responsibilities

The Assistant PSC will provide a high quality service in line with Trust standards and be able to communicate sensitivity and effectively with a wide range of people including medical staff, patients and colleagues. Support the Patient Services Co-ordinator and the Business Manager in delivering the services for the speciality.

The Assistant PSC will manage their defined areas within the speciality and will be responsible for prioritising work, developing staff, reviewing working practices to ensure the effective running of the department and effective communication structures are implemented. They will ensure that processes/procedures comply with legislation requirements covering Health & Safety, Data Protection and Confidentiality.

Person Specification

Additional Requirements

Essential

  • Prioritising and managing workload to meet deadlines
  • Using patient information systems such as PAS, EPRO and PPM
  • Ability to deal with sensitive and often emotive information

Qualifications

Essential

  • GCSE Grade C or above English and Maths (or equivalent e.g. AMSPAR Level 2 qualification)
  • A willingness to undergo personal development and learn new skills.
  • The post-holder to possess a good standard of written and spoken English.
  • Audio typing/Word Processing Skills (RSA II) or equivalent experience
  • Microsoft office packages including Word, Excel and PowerPoint

Experience

Essential

  • Thorough knowledge of Patient Administration Processes
  • Previous secretarial experience.
  • National Access Targets awareness
  • An understanding of NHS/Trust protocols/policies and procedure

Desirable

  • Experience of dealing with complaints.

Skills & behaviours

Essential

  • Interpersonal and communication skills
  • A broad understanding of medical terminology and its use within clinical correspondence.
  • Organisational skills and time management
  • Ability to work as part of a team
  • Ability to deal with enquiries in an appropriate and supportive manner
Person Specification

Additional Requirements

Essential

  • Prioritising and managing workload to meet deadlines
  • Using patient information systems such as PAS, EPRO and PPM
  • Ability to deal with sensitive and often emotive information

Qualifications

Essential

  • GCSE Grade C or above English and Maths (or equivalent e.g. AMSPAR Level 2 qualification)
  • A willingness to undergo personal development and learn new skills.
  • The post-holder to possess a good standard of written and spoken English.
  • Audio typing/Word Processing Skills (RSA II) or equivalent experience
  • Microsoft office packages including Word, Excel and PowerPoint

Experience

Essential

  • Thorough knowledge of Patient Administration Processes
  • Previous secretarial experience.
  • National Access Targets awareness
  • An understanding of NHS/Trust protocols/policies and procedure

Desirable

  • Experience of dealing with complaints.

Skills & behaviours

Essential

  • Interpersonal and communication skills
  • A broad understanding of medical terminology and its use within clinical correspondence.
  • Organisational skills and time management
  • Ability to work as part of a team
  • Ability to deal with enquiries in an appropriate and supportive manner

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.

Employer details

Employer name

Leeds Teaching Hospitals

Address

Leeds General Infirmary

Great George Street

Leeds

LS1 3EX


Employer's website

https://www.leedsth.nhs.uk/ (Opens in a new tab)


Employer details

Employer name

Leeds Teaching Hospitals

Address

Leeds General Infirmary

Great George Street

Leeds

LS1 3EX


Employer's website

https://www.leedsth.nhs.uk/ (Opens in a new tab)


Employer contact details

For questions about the job, contact:

Business Manager

Gillian Coates

Gilliancoates@nhs.net

Details

Date posted

10 July 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£27,485 to £30,162 a year

Contract

Permanent

Working pattern

Full-time

Reference number

C9298-CRS-283

Job locations

Leeds General Infirmary

Great George Street

Leeds

LS1 3EX


Supporting documents

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