Admissions Coordinator-Gynaecology

East Suffolk and North Essex NHS Foundation Trust

The closing date is 04 May 2025

Job summary

An exciting opportunity has arisen for a Band 3 Admissions Coordinator in our Gynaecology department in Colchester.

We are looking for an efficient, conscientious, well-motivated and enthusiastic Admissions Coordinator with the skills to provide dedicated clerical support to both the clinical and administrative teams. In this role, you will assist clinical staff in delivering an effective booking service to our patients.

This is part time role-30 hours per week, fixed term/secondment until 31.12.2025

Please note this post may close early if we receive a high number of applications.

Main duties of the job

Ensure effective management of the admitted waiting list, both elective and planned.

o Deal professionally and courteously with patient queries in line with guidance from the Trust's Patient Access Policy using tact, empathy and persuasive skills as required.

o Responsible for accurate, efficient theatre scheduling and input of confidential data onto the hospital patient information system (Portal).

o To be knowledgeable about and understand medical terminology to ensure the correct transfer of clinical information onto patient information systems.

o To have a thorough knowledge of work processes and practices around the Patient Access Policy.

o To use the waiting list/PTL to determine sequence of patients to be booked, adhering to the rules of the 18 week patient pathway and Cancer wait times.

o To have sufficient knowledge to enable the answering of non-complex clinical questions and to liaise with the relevant professional to ensure clinical queries are answered.

o Ensure that agreed booking processes are adhered to and that patients have the opportunity to agree a date for procedure post out-patient appointment.

o Ensure dates offered for procedures/surgery are accurately entered into Portal.

o To ensure patients are provided with an admission date and written confirmation of the date in a timely way

About us

We are ESNEFT and we provide hospital and community health services to almost one million people across east Suffolk and north Essex. Our dedicated staff deliver care from acute hospitals in Colchester and Ipswich, community hospitals, surgeries, community clinics and in patients' own homes.

We are one of the largest NHS organisations in England, employing more than 12,000 staff.

We pride ourselves on supporting our staff. We offer a wide range of training and development opportunities, as well as flexible working options.

Along with supporting you to achieve your career goals we offer a generous pension scheme, unsocial hours payments (where applicable), 27 days annual leave on commencement (pro rata) and access to a range of NHS discounts. Our Staff Health and Wellbeing programme offer a variety of services.

Our philosophy is that Time Matters to everyone. Across the Trust, we concentrate on improving the things we do and removing those which cause time delays for our staff and patients.

We are investing in our commitment to Time Matters with a partnership with leading electronic patient record (EPR) supplier Epic. This digital transformation will bring what's widely regarded as the world's best EPR system to ESNEFT, transforming life in hospital for staff and patients.

Find out about living and working here - www.youtube.com/watch?v=GkPu7HphU8A

Date posted

22 April 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year per annum pro rata

Contract

Fixed term

Duration

8 months

Working pattern

Part-time

Reference number

432-HR108-25

Job locations

Colchester Hospital

Turner Road

Colchester

CO4 5JL

Job description

Job responsibilities

For full details of the responsibilities and duties of this role please see the attached job description.

Job description

Job responsibilities

For full details of the responsibilities and duties of this role please see the attached job description.

Person Specification

Experience

Essential

Previous administrative role
Experience in dealing with complex and sensitive issues over the phone
Experience of administrative systems within a hospital settings
Understanding of NHS times and targets
Experience of communicating with a range of people both within and external to the organisation

Desirable

Experience of organising and managing patient admissions

Qualifications

Essential

GCSE Maths and English A-C or equivalent

Desirable

NVQ level 3 in administration/secretarial or equivalent experience

Person Specification

Experience

Essential

Previous administrative role
Experience in dealing with complex and sensitive issues over the phone
Experience of administrative systems within a hospital settings
Understanding of NHS times and targets
Experience of communicating with a range of people both within and external to the organisation

Desirable

Experience of organising and managing patient admissions

Qualifications

Essential

GCSE Maths and English A-C or equivalent

Desirable

NVQ level 3 in administration/secretarial or equivalent experience

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.