Assistant Endoscopy Scheduler

NHS; Sheffield; On-site; GBP 25,000 - 30,000; Full time

Job summary

A leading healthcare provider in Sheffield is looking for an Assistant Endoscopy Scheduler to support daily administration, patient management, and other logistical tasks related to endoscopy training. The role requires effective organization skills, a background in healthcare administration, and the ability to work collaboratively with various stakeholders to ensure smooth service delivery. Candidates with experience in Endoscopy systems will be preferred. The position is available on both permanent and fixed-term contracts.

Benefits

Professional development commitments

Supportive policies for work-life balance

Qualifications

• Educated to GCSE standard with Maths and English at grade C or above.
• Experience in Health Service administration or within comparable sectors.
• Advanced knowledge of Microsoft Excel with the ability to interpret complex data.

Responsibilities

• Coordinate scheduling of endoscopy suite cases with staff.
• Organize and plan multiple training courses/events each year.
• Provide waiting list information and help maximize activity through proper scheduling.

Skills

Excellent communication skills

Time management skills

Analytical skills

Organisational abilities

Problem solving abilities

Education

Educated to GCSE standard including Maths and English

NVQ 4 or similar qualification

ECDL qualification or equivalent

Tools

Microsoft Excel

Virtual platforms such as Microsoft Teams

Endoscopy systems (Connect, Infoflex)

Job description

Go back Sheffield Teaching Hospitals NHS Foundation Trust

Assistant Endoscopy Scheduler

The closing date is 14 December 2025

To support the Endoscopy department with daily administration service coordination, this involves focusing on utilisation, service targets and patient management. This role will also provide administrative duties for the Sheffield Endoscopy Training Centre supporting, communicating and organising the logistics of endoscopy training amongst the various stakeholders and stakeholder organisations. The post holder will work collaboratively with faculty, delegates, and other external contacts outside of the Trust to provide a coordinated and seamless service.

Main duties of the job

Ensure staff book patients in within the national 18 week RTT

Utilise the full range of information systems (Connect, Infoflex, ERS, EDMS, IBD Database, ICE)

Work collaboratively with the Endoscopy team, providing cross‑cover when necessary

General organisation/monitoring of the waiting list/appointment system

Work closely with Consultants/nursing staff to co‑ordinate scheduling of endoscopy suite cases

Work with the Operational/Service Manager to ensure activity and waiting list targets are delivered, help to maximise activity through reducing DNA's and cancelled activity

Provide activity/waiting list information as required

Work with the Operational/Service Manager to develop improved policies and processes regarding urgent appointments, direct access, and inpatient bookings

Problem solve any issues associated with patient bookings and lists as necessary, ensuring wherever possible that all available capacity is utilised

Organise and plan multiple courses/events each year, liaising with external candidates and organising faculty

Secure appropriate faculty/examiners, ensuring activity is planned in advance

Handle communications with delegates to advise and/or book places onto training courses/exams

Contact delegates with the required information to gain a Letter of Authority to Practice

Supplying delegates with an invoice and chase any unpaid invoices

Liaising with external agencies with regards to promotion and obtaining sponsorship

Populating courses on the JETs website

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.

There is 1 permanent and 1 fixed‑term post on this vacancy.

One post on this vacancy is advertised on a fixed‑term contract basis for a period of 12 months due to the post being externally funded. The fixed‑term contract status of the post holder will be reviewed in accordance with the Trust's legal obligations regarding fixed‑term contracts taking into consideration the ongoing source of the external funding and the requirement for the post to be maintained.

Please also note any secondment must first be agreed with your current line manager.

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

Education and Qualifications

• Educated to GCSE standard (or equivalent); to include Maths and English at grade C or above
• NVQ 4 or similar qualification/relevant experience in administration and business
• Evidence of continuing personal development
• ECDL qualification or equivalent

Experience

• Experience with Endoscopy systems such as Connect, Infoflex etc.
• An awareness of and an ability to work with differing stakeholder organisations to deliver a service
• Experience of interpreting complex data and production of high quality performance reports using spreadsheets and graphical presentation
• Experience of using virtual platforms such as Microsoft Teams
• Awareness of inspection and accreditation processes relevant to the service
• Experience of Health Service administration or experience within comparable sector
• Previous experience of working within a multidisciplinary team
• Advanced knowledge of Microsoft Excel/Experience of data entry to databases
• Good level of all round IT literacy
• Experience of clerical duties
• Ability to adapt to changes in practices, policies, and procedures
• Experience with servicing meetings, preparing and circulating agendas and minutes
• Has administered an educational programme within the NHS
• Has administered within endoscopy and is familiar with its management and structure
• Knowledge of national and local performance standards and contemporary healthcare issues linked to the service
• Medical terminology course

Skills and Knowledge

• Excellent communication, negotiation and interpersonal skills
• Good organisational, time management skills and problem solving abilities
• Numerate and analytical skills and the ability to present complex data, with excellent report writing skills
• Ability to work under pressure and deliver results
• Innovative, enthusiastic and motivated in approach to work with the ability to motivate a team
• The ability to prioritise and deliver to short deadline, organising and managing own work schedule
• Ability to organise courses/events with several candidates and faculty
• Be able to work independently with limited supervision
• Be responsible for delivering work to deadlines and to a good standard
• Demonstrate a clear understanding for the need to maintain patient confidentiality and data handling.
• Ability to develop Standard Operating Procedures (SOPS) for organising courses/exams
• Ability to develop reports, agendas and timetables for courses and events using relevant IT software
• Experience in dealing with audits / minimum data sets.

Personal Qualities

• Flexible to suit the service including evening and weekend working
• Reliable
• Ability to work with minimal supervision

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.

Sheffield Teaching Hospitals NHS Foundation Trust