Band 3 Waiting List Coordinator

University Hospitals Birmingham NHS Foundation Trust; West Midlands; On-site; GBP 26,000 - 27,000; Full time

Job summary

University Hospitals Birmingham NHS Foundation Trust is seeking a motivated admin professional to support the Elective Inpatient Waiting List Team. You will coordinate scheduling for procedures, pre-operative assessments, and theatre bookings, ensuring efficient care pathways and adherence to national waiting time targets.

Strong communication and IT skills are essential. The role focuses on accurate data input, handling enquiries, confidentiality, and collaboration with consultants, theatre

Qualifications

• Good general education including GCSE English and Maths.
• NVQ level 3 in Business Administration or equivalent experience in an administrative environment.
• Experience of dealing with the public/customer service experience.
• Experience of working with a range of Microsoft Office packages (e.g., Word, Excel, Outlook).
• Experience of using IT systems.

Responsibilities

• Create documents, spreadsheets and reports using IT systems.
• Input and look up data on Trust IT systems.
• To deal with enquiries from staff, patients and visitors.
• Co-ordinate and schedule bookings with consultants and theatre teams.
• Maintain confidentiality and apply the Data Protection Act.
• Attend admin team/departmental meetings and support colleagues.

Skills

General administration

Microsoft Office

Customer service

Communication skills

Multitasking

Education

GCSE English and Maths

Business Administration NVQ Level 3

Tools

IT systems

Data entry

Job description

Job Summary

We are looking for a motivated, organised and enthusiastic individual to join our Elective Inpatient Waiting List Team. In this role you will be responsible for coordinating and scheduling patients for procedures, surgery & pre-operative assessments, helping to ensure a smooth and efficient elective care pathway. You will play a key role in the management of theatre & procedure bookings, supporting compliance with the Trust's 6-4-2 booking process and maximising the utilisation of available capacity whilst adhering to Policy and Protocol. Building strong working relationships with consultants, theatre staff & specialty management teams to ensure seamless coordination of elective care services. You will support the booking of urgent patients, 31 & 62-day cancer pathway patients & RTT long waiters ensuring all bookings are managed in line with national standards & government waiting time targets. We are seeking a positive, proactive & adaptable team player who can work effectively both independently & collaboratively. Excellent communication, organisational skills and confidence in using Microsoft Office are essential. A compassionate and patient-focused approach, combined with strong listening skills will enable you to confidently manage patient enquiries and provide a high standard of service. You will make a direct contribution to patient care, helping to ensure patients receive timely treatment while supporting the effective use of theatre capacity and improving the patient experience.

Main Duties, Tasks & Skills Required

• Create documents / spreadsheets / reports as required using IT Systems


• Use Trust systems to input electronic data as required


• To exercise initiative and judgement based on acquired knowledge and experience when dealing with enquiries


• Receiving and dealing with telephone enquiries as appropriate


• Input and look up data on Trust IT systems in accordance with Trust policy


• To assist colleagues as directed by the Supervisor/Line Manager in times of pressure of work


• Co-operate in the introduction of new technology and new working practices to ensure the smooth running of the department


• Liaise with staff and service users and external agencies to provide a point of contact for service users


• Liaise with other departments / teams as appropriate


• Deal effectively with complaints either face to face or on the telephone and elevate concerns where necessary


• Accurately record telephone messages and other enquiries and refer as appropriate Be sympathetic and sensitive to the requirements of staff, service users when communicating by telephone or face to face, including dealing with a difficult situation, e.g. aggressive or demanding behaviour


• Attend admin team / departmental meetings on a regular basis. Contribute to building effective teamwork in exchanging views, ideas and communicating effectively


• Maintain confidentiality at all times adhering to Caldicott Guidelines and Data Protection Act

About Us

University Hospitals Birmingham NHS Foundation Trust strives to have an inclusive culture where everyone feels like they belong, can thrive, knows that they add value and feels valued. We do this by developing compassionate and culturally competent leaders, being values driven in all that we do and by creating a welcoming and inclusive workplace that thrives on the diversity of our people. As such we want to attract and recruit talented individuals from all backgrounds, and for each of you to feel supported for the diversity you bring, to achieve your full potential. For those staff with a disability, including physical disability, long term health condition, mental health or neurodiverse condition, this also means being committed to making reasonable adjustments needed for you to carry out your role.

Person specification

Qualifications

Essential

• Good General Education (eg. GCSE English and Maths A-C) GCSE Level 9-4


• Business Administration NVQ level 3 or equivalent experience in an administrative environ

Experience

Essential

• Experience of dealing with the Public/Customer service experience


• Experience of working with a range of Microsoft Office packages (eg. Word, Excel and Outlook)


• Experience of using IT systems

Desirable

• Experience of working in a busy environment


• Experience of working in Healthcare

Additional Criteria

Essential

• Good communication / customer care skills both written and verbal demonstrating sympathy and compassion


• Good keyboard/ IT skills


• Good organisation skills and ability to multitask


• Good time management skills Ability to deal professionally with enquiries from staff, Patients and Visitors


• Ability to problem solve


• Understand confidentiality and apply the principles in every day working practice


• Ability to pay attention to detail where there are predictable interruptions to the work pattern


• Ability to deal with stressful

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.

Pay scheme

Agenda for Change

Band

Band 3

Salary

£25760.00 to £27476.00 Yearly

Contract

Permanent

Working pattern

Full-Time, Flexible Working

Reference number

304-9018367

Job locations

Solihull Hospital

Lode Ln

Solihull

West Midlands

B91 2JL

Attachments

Band 3 JD PS.pdf – 570KB Opens in a new window