Elective Access Co-Ordinator inpatients

Walsall Healthcare; Walsall; On-site; GBP 26,000 - 27,000; Full time

Benefits offered by this job

Staff accommodation where available

Job summary

Walsall Healthcare NHS Trust is seeking an Elective Access Co-Ordinator for Inpatients to support theatre utilisation and capacity planning within the Division of Surgery. The role requires strong organisation and proficiency with CareFlow, Bluespier and MS Office.

Excellent communication and English language skills are essential. You will coordinate bookings, manage waiting lists, and liaise with consultants, ward staff and community services to ensure timely patient pathways.

Qualifications

• Good Standard level of education (2 GSCE’s or equivalent. 1 of which must be English Language).
• NVQ level 2 in Customer Services or first line management diploma (or equivalent).
• NVQ level 3 in Customer Services or first line management diploma (or equivalent).
• Experience coordinating complex routine work/activities.

Responsibilities

• Booking of patients procedures for Division of Surgery.
• Co-ordinate workload for Inpatient Access Team Booking Clerks.
• Managing waiting lists and surgery bookings.
• Liaising with consultants, ward staff, theatres, GPs, and community services to ensure smooth patient pathways.
• Contacting patients regarding admission dates, appointments, and pre-operative assessments.
• Monitoring and escalation of patients cancelled and require redating within 28 days.
• Maintaining accurate patient records on hospital systems.
• Monitoring performance against NHS access targets and escalating delays or capacity issues.

Skills

Coordination

Patient interaction

Hospital systems (Medway)

Specialities experience

Directory of services & e.RS

Keyboard & IT

MS Office

RTT 18 weeks pathway

Education

Good GCSEs / English proficiency

NVQ 2 in Customer Services or First Line Management diploma

NVQ 3 in Customer Services or equivalent

Tools

CareFlow

Bluespier

Microsoft Office

Job description

View or apply for Walsall Healthcare NHS Trust jobvacancies.

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Main area Surgical Grade NHS AfC: Band 3 Contract Permanent Hours Full time - 37.5 hours per week (Monday - Friday 08:30 - 17:00pm) Job ref 407-SURGERY-8227481-A

Site Walsall Hospitals NHS Trust Town Walsall Salary £25,760 - £27,476 per annum Salary period Yearly Closing 09/10/2026 23:59 Interview date 23/10/2026

Walsall Manor Hospital is a busy district general hospital offering compete range of acute services. The Trust primarily serves the immediate population of Walsall with some patients requiring more specialised treatment at other, neighbouring Trusts. The Trust continues to invest in its facilities and services, supporting high-quality care for the communities it serves.

This role offers the opportunity to work within our integrated care model, contributing to high-quality services that help people remain independent in their own homes and communities.

We are committed to investing in our workforce and creating an environment where colleagues can learn, contribute and develop. Our new Urgent Emergency Care Centre, opened in March 2023, demonstrates our ongoing investment in facilities and services.

As an employee, you’ll benefit from an attractive salary and comprehensive benefits package (detailed in Employer Description above), plus access to NHS pension arrangements and staff accommodation where available.

Walsall Healthcare NHS Trust is proud to be part of the Armed Forces Covenant, currently holding the Bronze Award, underlining our commitment to supporting the Armed Forces Community.

Job overview

The Access Team are looking to recruit an enthusiastic, self motivated Elective Access Co-Ordinator for Inpatients to complement our existing friendly team. Your involvement in our team will help our commitment to delivering maximum theatre utilisation for the Division of Surgery, by monitoring capacity and demand in conjuction with the Inpatient Access Team Leader.

You will have good organisational skills and be able to manage your workload effectively. It is essential that you are competent using Careflow, Bluespier and Microsoft office packages.

We require good communication skills and an excellent telephone manner. Professionalism is expected within this role at all times. You will have good command of the English language with the ability to understand and accurately convey verbal and written information.

[e-mail]

Main duties of the job

• Booking of patients procedures for Division of Surgery
• Co-ordinate workload for Inpatient Access Team Booking Clerks
• Managing waiting lists and surgery bookings.
• Liaising with consultants, ward staff, theatres, GPs, and community services to ensure smooth patient pathways.
• Contacting patients regarding admission dates, appointments, and pre-operative assessments.
• Monitoring and esclation of patients cancelled and require redating within 28 days
• Maintaining accurate patient records on hospital systems.
• Monitoring performance against NHS access targets and escalating delays or capacity issues.

Working for our organisation

Walsall Healthcare NHS Trust is an integrated Trust and the only provider of NHS acute care in Walsall, serving a population of 284,300. It provides inpatient and outpatient services at the Manor Hospital as well as a wide range of services in the community. Walsall Manor houses the full range of district general hospital services under one roof. The £170 million development was completed in 2010, and ongoing upgrades ensure the Trust now has state-of-the-art facilities, including a Critical Care Unit, Neonatal Unit, Obstetric Theatre, and Integrated Assessment Unit. A new Urgent and Emergency Care Centre, opened in March 2023, has significantly improved emergency care facilities and capacity, providing almost 5,000 square metres of additional clinical space.

Detailed job description and main responsibilities

• Complete daily reviews of theatre utilisation across the specialities identifying where cases need to be added
• To identify daily where capacity cannot be utilised and elevate as appropriate.
• Provide staffing rotas for Administrators with the support of Elective Access Booking Manager
• Ensure that patients’ appointments for Pre-assesments are booked
• Ensure all My Pre-op Links are sent within the Team
• Ensure all patients are verbally accepted and comments reflected in careFlow
• Ensure all validation letters for TCI’s are sent out in a timely fashion
• Ensure all PL2 patients are dated with timeframe prior to breech date
• Ensure all attendance and Theatre Actions are completed weekly following on from Theatre Meeting
• Ensure all on the day cancellations are dated within 28days
• Circulate upcoming procedures for the upcoming 2 weeks to Care Groups and Consultants
• Co-ordinating work for Administrators, by monitoring Patient Tracking List (PTL) and long waiter reports to ensure patients are dated and appointed timely and in strict date order under direction of Elective Access Booking Manager
• Work with Elective Access Booking Manager to maintain departmental KPI’s.
• Handling of outgoing post, ensuring that patient appointment letters/TCI letters are posted timely following scheduling or booking of appointment.
• Demonstrate own job role tasks to new staff, bank/agency staff and/or students within Easi-book
• Contribute to an efficient running of all services related to the job ensuring that confidentiality and data protection adhered to
• Have a full working knowledge of the Organisations Patient Management CareFlow, Ultramed, Envoy and skills and knowledge maintained to ensure effective service delivery.
• Represent the team for meetings held across the trust, appropriate to banding.
• Ensure staff member is allocated to calls daily and calls do not exceed the 10% call abandonment rate
• Have an awareness of 18 week RTT and its implications with regards to appointing/cancelling/rescheduling appointment.
• Use of email in an effective and professional manner to communicate with departments, clinical and non-clinical colleagues.
• Ensure that defective equipment is reported to IT Service Desk
• Under take other ad-hoc duties as requested in line with grade of the post.
• Attend regular team meetings and contribute in the setting of achievable standards to promote improvements in patient care and service development.

Education

• Good Standard level of education (2 GSCE’s or equivalent. 1 of which must be English Language)
• NVQ level 2 in Customer Services or first line management diploma (or equivalent experience)
• NVQ level 3 in Customer Services or first line management diploma (or equivalent experience)

Experience

• Experience co-ordinating complex routine work/activities, often requiring adjustment
• Experience with dealing with patients or working in a customer focused environment.
• Experience of using Hospital patient management systems (e.g.Medway)
• Experience of speciality working
• Experience of updating and maintaining Directory of services and e.RS booking system

Skills

• Good keyboard, IT and administrative skills
• Working knowledge for Microsoft office packages (Word, Excel)
• Ability to use judgment involving facts and situations to resolve issues within service
• Knowledge of RTT 18 weeks pathway

Please note your application will be transferred from the NHS Jobs system to the internal Walsall Healthcare Trac System. All correspondence will be sent via Trac.

Sponsorship and Visas

We welcome applications from all candidates with the right to work in the UK, including those on Health and Care Visas, Graduate Visas, or other valid permissions. All candidates will be considered on equal terms.

This Trust currently recruits successfully from the domestic labour market and has a sufficient pool of suitably qualified candidates for Band 3 roles. Visa sponsorship is therefore not available for this role currently.Candidates who already hold the right to work in the UK, including those on an existing Health and Care Visa, Graduate Visa, or any other valid permission are welcome to apply and will be considered on equal terms. This position is reviewed regularly in line with Home Office guidance. Right to work will be verified at each stage of the recruitment and monitored throughout employment. All candidates who are offered a position will be required to provide evidence of their right to work in the UK as part of the pre-employment checks process. Where a candidates' right to work is derived from another person’s immigration permission, the Trust will discuss the implications of this with the candidate before a permanent post is confirmed, to ensure that both parties understand the terms on which employment can be sustained.

Recruitment and Selection Approach

In line with best practice and regulatory guidance, our selection process is fair, consistent and based on your ability to perform the role, contribute to the organisation and your potential for development.

What to expect:

Application screening: Your application will be reviewed against the person specification

Interview: Typically, a panel interview with competency-based and values-based questions

Assessment: Role-dependent assessments may include practical tasks or presentations

Timeline: We aim to complete the process within 47 days of the closing date. Recruitment Journey is attached to all live vacancies.

We are committed to making reasonable adjustments for disabled candidates at any stage. Please contact us to discuss your needs.

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

Please note this vacancy may close early due to high volume of applications