Admissions Co-Ordinator

Transformation Unit; Liverpool; Hybrid; GBP 23,000 - 25,000; Part time

Job summary

Liverpool Women's NHS Foundation Trust is seeking an Ambulatory Coordinator to join the Admissions Team on a permanent, 30-hour per week basis. You will manage consultant clinic diaries, coordinate theatre and ambulatory capacity, and work with patients and staff to ensure smooth scheduling and waiting time targets.

You will analyse PTL data, prioritise urgent cases, arrange interpreter services when required, and support the Admissions Manager with complex appointments.

Qualifications

• 5 GCSEs or equivalent.
• NVQ 3 in customer care and business administration or equivalent.
• ECDL and ICT literacy.
• Excellent communication skills and ability to work with clinicians and patients.

Responsibilities

• Manage consultant clinic diaries and prioritise patients by waiting time targets.
• Support management of theatre and ambulatory appointments, including handling complaints.
• Analyse PTL data to ensure correct scheduling and data quality.
• Maintain and update clinicians’ theatre lists and escalate risks.
• Arrange interpreter services and respond to patient enquiries.
• Provide staff with information on procedures and clinic arrangements.

Skills

Communication skills

Teamwork

Education

5 GCSEs or equivalent

NVQ 3 in customer care and business administration

ECDL

Tools

MS Office

Excel

Meditech

Job description

Liverpool Women’s NHS FT became part of NHS University Hospitals of Liverpool Group (UHLG) in November 2024, following the coming together with Liverpool University Hospitals NHS FT. UHLG was born from a shared aim to improve the care we provide to our patients.

UHLG is one of the largest employers in the region, with over 16,800 colleagues who are dedicated to caring for our communities - from birth and beyond. For the 630,000 people across Merseyside, UHLG is also their local NHS, providing general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.

At Liverpool Women’s Hospital, each year we deliver approximately 7,500 babies, carry out around 50,000 gynaecological inpatient and outpatient procedures, care for over 1,000 poorly and premature newborns, perform around 1,000 IVF cycles, and conduct over 4,000 genetic appointments.

We believe that this, along with a strong dedication to research and innovation, makes us the specialist health provider of choice in Europe for women, babies and families.

Liverpool Women’s has an excellent reputation and is a centre of excellence. It is an exciting environment to work in and a great place to develop your career for many years to come.

Job overview

An exciting opportunity has arisen to join the Admissions Team at Liverpool Women’s Hospital as an Ambulatory Coordinator.

This is a permanent, part-time post of 30 hrs per week.

The post holder will be required to demonstrate excellent communication and interpersonal skills, with the ability to communicate effectively with patients and staff at all levels, including senior managers and clinicians. The role will involve identifying capacity and demand issues within the designated sub-specialty and working collaboratively to support the development and implementation of solutions to address these challenges.

Main duties of the job

To take full responsibility for the management of consultant clinic diaries, utilising a comprehensive understanding of theatre and ambulatory capacity, including the prioritisation of patients in line with waiting time targets and clinical urgency.

To support the Admissions Manager and wider team in the management of complex theatre and ambulatory appointments, including the handling of complaints and PALS enquiries.

To undertake detailed analysis of Patient Tracking List (PTL) data to ensure patients are scheduled appropriately and in the correct order, and to carry out data quality reviews, taking corrective action where required.

To maintain and update clinicians’ theatre lists following clinical review, ensuring urgent patients are prioritised and that national and government waiting time targets for routine patients are achieved. To proactively identify and elevate, in a timely manner, any potential risks that may result in breaches of patient waiting time targets.

Working for our organisation

Liverpool Women’s NHS FT became part of NHS University Hospitals of Liverpool Group (UHLG) in November 2024, following the coming together with Liverpool University Hospitals NHS FT. UHLG was born from a shared aim to improve the care we provide to our patients.

UHLG is one of the largest employers in the region, with over 16,800 colleagues who are dedicated to caring for our communities - from birth and beyond. For the 630,000 people across Merseyside, UHLG is also their local NHS, providing general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.

At Liverpool Women’s Hospital, each year we deliver approximately 7,500 babies, carry out around 50,000 gynaecological inpatient and outpatient procedures, care for over 1,000 poorly and premature newborns, perform around 1,000 IVF cycles, and conduct over 4,000 genetic appointments.

We believe that this, along with a strong dedication to research and innovation, makes us the specialist health provider of choice in Europe for women, babies and families.

For roles at Liverpool University Hospitals, visit their careers page.

UKVI guidelines prohibits sponsorship for all Band 2 posts. Guidelines state that many non-clinical posts are not eligible for sponsorship. Please use UKVI guidance on Skilled Worker Visas to determine your eligibility for sponsorship if you were to gain a conditional offer for this role.

Detailed job description and main responsibilities

To undertake analysis of Patient Tracking List (PTL) data to ensure the appropriate scheduling of patients and clinics in the correct order, carrying out data quality reviews and taking corrective action where required.

To prioritise urgent patients and ensure that national and government waiting time targets for routine patients are met. To identify and elevate promptly any potential conflicts that may result in breaches of patient waiting time targets.

To ensure that all theatre, ambulatory and pre-operative appointment capacity is fully utilised.

To arrange interpreter services where required and maintain accurate records of all such bookings for future reference.

To remain aware of, and respond appropriately to, changes in Trust policies, procedures and operating systems.

To identify the requirement for cover during periods of annual leave and, where necessary, arrange alternative cover or cancel theatre sessions accordingly.

To provide clinicians with details of patients who fail to attend (DNA) or repeatedly cancel appointments, to enable clinical review and consideration of discharge where appropriate.

To demonstrate comprehensive knowledge of theatre scheduling and to liaise effectively to book patients into theatre and ambulatory appointments, including the production of correspondence and the cancellation and rebooking of appointments as required.

To provide advice and information regarding procedures, appointments and clinic arrangements to staff within the division and service.

To manage systems for the accurate filing and retrieval of paper referral information, ensuring records can be accessed promptly when required.

To deal with high volumes of daily enquiries from patients, including those who may be anxious, have language barriers or communication difficulties, as well as enquiries from GPs and Trust staff, in a courteous, professional and empathetic manner.

To ensure referrals are organised for clinical triage in a timely and efficient manner.

In exceptional circumstances, to undertake any other duties commensurate with the post holder’s grade, experience and job title, as required by the service.

To demonstrate an understanding of Referral to Treatment (RTT) pathways from registration through to treatment and aftercare.

To maintain a professional attitude at all times and act as a role model in the capacity of a senior administrative clerk within the Admissions Department, supporting the training and development of newly recruited staff.

To manage inpatient waiting lists, ensuring bookings are made in a timely and appropriate manner, resolving issues where possible and escalating where necessary.

To ensure appropriate management of patients who do not attend appointments in accordance with the Patient Access Policy.

To be conversant with all functions within the Admissions Department in order to provide effective cover during periods of staff absence.

To ensure that national, Trust and departmental policies and procedures are fully understood and adhered to.

To contribute to the introduction and implementation of new IT systems and other modernisation initiatives.

To contribute to the development, review and implementation of Standard Operating Procedures (SOPs

Person specification

Qualifications & Learning

• 5 GCSE’s or equivalent
• NVQ 3 in customer care and business administration or equivalent experience in a clerical role
• ECDL
• NVQ 3 in customer care and business administration or equivalent experience in a clerical role
• Knowledge of administrative and management procedures and practices.
• Knowledge of MS Office, Excel and basic keyboard skills
• Excellent communication skills, both verbal and written
• Good communication and interpersonal skills at all levels.
• Ability to work as part of a team
• Knowledge of specialist medical terminology
• An efficient and methodical approach to the maintenance of waiting lists, statistics and admissions diaries.
• Experience of Meditech
• Understanding of Trust policies and NHS agenda
• Knowledge of the Trust’s rules regarding confidentiality

Personal Attributes

• Good organisational skills
• Able to maintain a professional approach when working under pressure
• Be able to maintain confidentiality
• Ability to work flexibly
• Self-motivated and enthusiastic

Posts advertised to ‘internal staff’ are open to employees of hospitals within University Hospitals of Liverpool Group and you should confirm your employment within your application form.

Note: U nder current Home Office Immigration Rules we are currently unable to offer right to work visa sponsorship for Band 2 and 3 roles with a salary of less than £25,000 pa as they do not meet the UK Visas & Immigration criteria.

Liverpool Women's NHS Foundation Trust has a responsibility and is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and for ensuring that they are protected from harm. Every employee of the Trust has a responsibility and is duty bound always to act in the best interest of a child or adult about whom we may have concerns.

Trust policy requires the cost of DBS applications be recovered via salary. The amount of £26.40 (standard) or £54.40 0(enhanced) will be deducted from salary, in manageable monthly instalments for up to 3 months following commencement in post.

The Trust is committed to creating a well-managed, flexible working environment that supports staff & promotes welfare & development. We are committed to promoting equality and diversity; we value the contribution of individual talent, skills, knowledge and experience and aim for a workforce demography representative of the local community. We operate Zero Tolerance to aggression, violence, bullying and harassment. We will make reasonable adjustments to ensure our recruitment & selection process is accessible to all. Flexible Working applications will be considered.

If you are disabled and have special support needs in applying for a job, attending for an interview or in undertaking any tests as part of a selection process, please contact the Trust’s recruitment team on 0151 7064666 and someone from that team will ensure that the recruiting manager is aware of your particular needs.
Please Note: new entrants to the NHS will normally commence on the first paypoint of the relevant band.

LWH has a responsibility & is committed to safeguarding & promoting the welfare of children, young people & vulnerable adults & for ensuring that they are protected from harm. Every employee of the Trust has a responsibility & is duty bound always to act in the best interest of a child or adult about whom we may have concerns.

Liverpool Women’s Hospital is committed to having a workforce that is representative of the communities we serve. To this end, we particularly welcome applicants from racially minoritised backgrounds, who have a disability, or are members of the Armed Forces, Reservists or Veterans.

Our statement on modern slavery

We have zero tolerance of slavery and human trafficking and are committed to maintaining and improving systems, processes and policies to avoid complicity in human rights violation and to prevent slavery and human trafficking in our supply chain.

The Trust policies, procedures, governance and legal arrangements are robust, ensuring that proper checks and due diligence are applied in employment procedures to ensure compliance with this legislation. We also conform to the NHS employment check standards within our workforce recruitment and selection practices. This strategic approach incorporates analysis of the Trust’s supply chains and its partners to assess risk exposure and management on modern slavery.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Application numbers

This vacancy may close early if it receives a high number of applications. Please complete and submit your application in good time to avoid disappointment.