Admissions Coordinator

Royal Surrey NHS Foundation Trust; Guildford; On-site; GBP 34,000 - 41,000; Full time

Job summary

Royal Surrey NHS Foundation Trust in Guildford is seeking an Admissions Coordinator to manage waiting lists and plan operating lists for Consultants and Registrars. You will work within the Patient Pathway framework to ensure timely admissions and maintain policy compliance across the department.

You will organise patient scheduling, monitor list capacity, and coordinate with other admission coordinators to optimise theatre utilisation, data entry, and compliance with 18 weeks RTT targets.

Qualifications

• Medical secretarial experience in NHS or similar environment.
• Typing speed of ~50 wpm with accuracy.
• Awareness of current healthcare policies and guidance.

Responsibilities

• The post holder will manage elective admissions for Consultants and Registrars adhering to defined polices and trust general polices.
• Change in their own area relation to the management of waiting lists and be responsible for management of admissions in line with policy and targets.
• Organise waiting lists, book theatre lists and replace cancellations as needed.
• Ensure data entry of waiting lists onto APAS and maintain Millenium records correctly.

Skills

Medical secretarial experience

Typing speed 50 wpm

Healthcare policy awareness

Audible/Audio typing experience

Colposcopy admissions experience

Education

A-level or equivalent

Tools

Millenium

APAS system

Job description

Employer Royal Surrey NHS Foundation Trust Employer type NHS Site Royal Surrey County Hospital Town Guildford Salary £33,677 - £40,996 per annum pro rata including HCAS Salary period Yearly Closing 05/10/2026 23:59

Admissions Coordinator

Job overview

The role will be to provide a comprehensive and quality service to Consultants and Specialty Managers in the management of waiting lists and the planning of operating lists.

Main duties of the job

Provide a comprehensive knowledge of a wide range of hospital procedures, waiting list policies and software programmes.

Manage and organise Consultants waiting lists, identify problems, deal with them using your own initiative and strategically plan own workload.

The Admissions Co-ordinator holds a key role in the achievement of Government and Trust targets and the Trust’s financial division.

The post-holder will take an active role in the Patient Agreed Booking Programme and the Electronic Patient Record project.

Participation as a team member in the smooth running of the day-to-day operational

management of the GI & Breast Surgery Admissions Department.

Working for our organisation

Royal Surrey is a compassionate and collaborative acute and community Trust. Recognising that our 5,000 colleagues are our greatest strength, we offer a comprehensive health and wellbeing programme alongside a strong commitment to developing your career. Our diverse and welcoming Royal Surrey family ensures you feel valued from your initial interview and throughout your time with us.

We are clinically led and provide joined-up care by bridging hospital and community services, alongside delivering regional specialist cancer care. Our main acute hospital site is in Guildford, with community sites at Milford, Haslemere and Cranleigh, and services delivered in patients’ homes across Guildford and Waverley.

We work in partnership with Ashford & St Peter’s Hospitals NHS Foundation Trust through a collaborative Group Model, supporting joined-up services, workforce flexibility and development opportunities.

The Care Quality Commission (CQC) has rated us as Outstanding. We are proud of our achievements and continue to invest in our people and infrastructure.

To learn more about life at Royal Surrey, please watch our short video: https://www.youtube.com/watch?v=R96pMboIYdo

Detailed job description and main responsibilities

• · The post holder will manage elective admissions for Consultants and Registrars adhering to defined polices and trust general polices. The post holder will implement
• · change in their own area relation to the management of waiting lists, and be
• responsible for the management of admissions in line with clinical need and the Trust Access Policy and targets.
• · To be responsible for managing the ‘Patient Target Lists’ (PTL) ensuring patients are dated within their waiting time breach target dates. To actively monitor and manage the pathway of patients in defined specialities referred to the trust within the relevant time scales. Responsible for assessing and planning the capacity of waiting lists and theatre list availability, to ensure maximise utilisation of list and to organise extra operating lists when appropriate.
• · To be fully conversant with 18 weeks RTT policy.
• · To be responsible for organising operation dates with patients in strict order of the waiting list, taking into account case mix, instrument availability, age, medication, surgeon, anaesthetist Instrument availability
• · To liaise with other admission co-ordinators regarding equipment i.e. whether other specialities are using certain lasers, microscopes which would inhibit the booking of certain procedures on other lists.
• · Responsible for identifying potential day case procedure that may have been presented to admission office as possible inpatient car. To work in conjunction with Clinicians to ensure that all theatre list are fully utilised.
• · Be responsible for organising operating lists for a selection of surgeons and to replace any cancellations with suitable replacements.
• · Responsible for managing cancelled operations, ensuring the government policy is strictly adhered to when rebooking patients, i.e. 28 days breaches.
• · To liaise with other admission co-ordinators to use any vacated operating lists to fully utilise theatre operating time to maintain financial balance.
• · To be aware of availability of staff and events that may impact on the patient pathway.
• · Responsible for notifying relevant departments when potential bottlenecks/ delays in patient’s pathway are going to have an effect on the probable operation date i.e. to actively monitor diagnostic delays which may result in a patient pathway breach situation
• · Responsible for ensuring that patients who have opted out of patient 18 weeks RTT pathway to have their reinstatement managed correctly, ensuring that patient is referred back to their GP.
• · The post holder may be required to supervise and mentor any junior staff within the Admissions Team.
• · In addition to own work load, the post holder will provide cover for colleagues in the team during annual leave, sick leave and during busy periods where there is an imbalance of work.
• · To liaise with the PCT Liaison office with regards to authorisation of TNNF patients ensuring that the department is aware of 18 weeks RTT breach dates, actively monitoring the outcomes of authorisation request and ensuring that patients are dated accordingly within their breach dates or removed from the waiting lists in a timely fashion should authorisation be refused by the PCT.
• · The post holder must have the ability to rearrange patient appointments at extremely short notice in the event of unexpected theatre changes i.e. surgeon, theatre staff or anaesthetist unavailable, equipment failure or emergency patient having to take theatre space therefore cancelling elective admissions. Extra theatre lists are sometimes to be booked at very short notice i.e. waiting list imitative lists or lists for other providers.
• · To be able to represent the admissions service at senior manager meetings e.g. Waiting List Meetings, Theatre Allocations Meeting.
• · Ensure patient choice policy is complied with and to avoid breach of government targets.
• · To be responsible for managing cancelled operations, ensuring government policy is followed when re-booking patients. Communication
• · Contact patients using persuasive and negotiating skills in order to agree a date for admission in accordance with the Patient Choice Policy.
• · Provide excellent communication and information for patients coming into hospital. Generate letters to patients explaining details of correct feeding instructions, information regarding medication, transport and send appropriate information leaflets.
• · Communicate with the Specialty Manager or Assistant Specialty Manager, Admissions Co-ordinators, Specialty Manager of the Day, Site Nurse Practitioner and Admissions Receptionist to ensure patients are admitted in a timely manner and to the correct ward.
• · Arrange pre-assessment appointments for patients & communicate with the preassessment teams regarding any changes to patients need or operating list, such as; Diabetic patient, Latex Allergies patient on aspirin and anti-coagulants medication etc.
• · Communicate regularly with patients; respond to telephone and face to face enquiries from patients and relatives using tact and diplomacy.
• · Analyse and resolve patient problems. To communicate with hospital staff, other NHS Trust and independent sector relating to admission enquiries.
• · The post holder must be prepared to telephone patients/consultants about contentious issues, such as operations cancelled or in the case of consultants, rearranging lists due to beds not available or breach issues.
• · All staff in the admissions department will be expected to inform the Specialty Manager and/or Assistant Specialty Manager of any problems relating to the department.
• · The Admissions Co-ordinator must discuss and agree with the Specialty Manager and/or Assistant Specialty Manager any changes they wish to make to their working practices. Management of information
• · The post holder must be fully conversant and competent in the features of patient’s administration system (Millenium) and fully understand the 18 week pathway process which supports all aspects of the management of the waiting lists.
• · The post holder must be conversant with government NHS guidelines in all aspects of waiting list policy and the Trusts financial constraints.
• · T he post holder will expected to have full knowledge of the contents of the Patients Access Policy.
• · Responsible for data entry of waiting list cards onto the APAS system within 5 working days of receipt.
• · Responsible for intended procedure codes to be correctly entered onto the APAS as this ensures correct surgical instruments are available in theatres.
• · Responsible for all relevant patient information, clinical and non-clinical to be recorded correctly onto the APAS system and to seek advice and information when this is not evident.
• · Responsible for the quality and integrity of information concerning patients kept on Millenium. To respect confidentiality on any matter concerning a patient arising during the course of duty and not to disclose such information at any time to any unauthorised person.
• · Responsible for ensuring Admission team stationary is maintained and reordered as required.

Person specification

Qualifications

• Good standard of education to at least A level, Scottish Higher, BTEC, NVQ 3, Baccalaureate or equivalent

Skills, Knowledge & Experience

• Medical secretarial experience
• At least 50 wpm typing skills
• Have an awareness of current healthcare policy, national guidance and regulatory bodies
• Audio typing experience
• Experience of working in a Colposcopy department and the national guidance and standards/targets we work towards

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.