Outpatient Waiting List Co-ordinator

University Hospitals Coventry and Warwickshire NHS Trust; Coventry; Sur place; GBP 21 000 - 27 000; Plein temps

Résumé du poste

The University Hospitals Coventry and Warwickshire NHS Trust is seeking an Outpatient Waiting List Co-ordinator to provide confidential admin support within the Trauma and Orthopaedics department. You will manage the outpatient waiting list, book appointments, and handle cancellations and rebookings to meet waiting time targets.

Working with a small team, you will use Direct and Partial Booking systems, E-referrals, and Trust guidance to maintain accurate records and support service improvements

Qualifications

• NVQ 2 in Administration or equivalent.
• Basic level in English and Mathematics A-C.

Responsabilités

• Book outpatient appointments in line with policy using Direct and Partial Booking.
• Validate and manage the Outpatient Waiting List.
• Handle clinic changes, cancellations and rebookings for Trauma and Orthopaedics.
• Liaise on e-referrals and electronic triage; interpret reports for accurate scheduling.
• Maintain patient records on the patient administration system with data quality in mind.

Connaissances

NHS IT systems

Verbal & written communication

Organisational skills

Empathetic approach

Prioritisation

Information tracking

Issue recognition & referral

Formation

NVQ 2 in Administration

English & Mathematics (A-C)

Outils

Microsoft Outlook

Microsoft Word

Microsoft Excel

Description du poste

Outpatient Waiting List Co-ordinator

University Hospitals Coventry and Warwickshire NHS Trust

The closing date is 09 November 2026

To provide a comprehensive and confidential administrative support for a specific part of the administrative service/project within the department in accordance with Departmental, Trust and National Standards, Polices and Procedures. To provide efficient admin support to the Department. The post holder will be responsible for the booking of outpatient appointments, clinic cancellations, rebooking appointments and managing the Outpatient Waiting List along with a team of two colleagues. Experience of working with the outpatient waiting list and the NHS E-referral system would be advantageous.

Please be advised that sponsorship is not eligible for this post.

Main duties of the job

• Book outpatient appointments in line with the Patient Access Policy, using Direct and Partial Booking systems and meeting waiting time targets.
• Validate the Outpatient Waiting List
• Manage clinic changes for Trauma and Orthopaedics- this involves cancelling clinics and rescheduling appointments.
• Managing Advice and Guidance and accepting/rejecting e-referrals following electronic triage.
• Interpret reports to ensure appointments are scheduled accurately and in line with capacity.
• Maintain accurate patient records on the patient administration system in line with data quality standards.
• Apply RTT knowledge to ensure pathways are correctly followed and completed.
• Act as a point of contact for enquiries, providing effective communication across written, verbal and electronic methods. Keep departmental documentation up to date.
• Maintain information in an orderly manner to support decision-making and report any exceptional circumstances.
• Contribute to patient and service improvement projects, using systems such as Revenue Cycle, PowerChart and e-referrals, and manage Advice and Guidance.
• Support the development and maintenance of efficient office systems and procedures.
• Support team members with the day-to-day changes when required.

About us

University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.

We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.

Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.

We are proud to be recognised as a Pathway to Excellence designated organisation.

By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.

The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.

Job responsibilities

To provide a comprehensive and confidential administrative service managing the Outpatient Waiting List within T&O in accordance with Departmental, Trust and National Standards, Polices and Procedures. The post holder will be responsible for the booking of outpatient appointments and for supporting the Trauma and Orthopaedics Outpatient Waiting List Coordinators.

• Book outpatients appointments according to the Patient Access policy ensuring that all appointments are made using Direct and Partial booking systems and within waiting time targets.
• Ability to understand reports and interpret to ensure appointments are booked correctly, appropriately and recognising capacity requirements.
• Record patients on the patient administration system according to data quality standards and the Patient Access Policy.
• Understanding of RTT, ensuring pathways are followed and completed.
• To act as a point of contact for dealing with enquiries and take action as necessary liaising and effectively communicating at all levels using written, oral and electronic methods.
• To ensure, wherever possible, that all documentation is up-to-date.
• In an orderly fashion and available whenever decisions are being made, reporting exceptional circumstances where necessary.
• To continually contribute to patient and business improvement Agendas. This will require undertaking any project work as directed including obtaining information using systems including Revenue Cycle, Powerchart, e-referals etc and share ideas for potential service improvement.
• To assist with the implementation and maintain an efficient office management system/procedures to enable the Department to optimise their standards of service.
• Support team members. This will require undertaking appropriate staff training and development as required, providing cross-cover on a reciprocal basis in the absence of colleagues and providing day to day supervision where required.

For further details of the role please see the attached job description.

Qualifications

• oNVQ 2 in Administration or equivalent oBasic level in English and Mathematics A-C

Experience

• oExperience of outpatient booking using EPR oManaging outpatient waiting lists
• oKnowledge of capacity and utilisation reports

Knowledge

• oWorking knowledge of Microsoft Outlook, Word and Excel. oGood understanding of general office procedures
• oAwareness of current issues within the NHS

Skills

• oExperience of NHS IT systems oMaintains a high level of accuracy oGood level of verbal and written communication oGood organizational skills oEmpathetic approach in resolving enquiries oAble to prioritise and organise own workload oAble to track information oAble to recognise issues and refer where appropriate

Commitment to Trust Values and Behaviours

• o Evidence of demonstrating the Trust Values (Compassion, Openness, Pride, Partnership, Improve, Learn and Respect) and the associated Values in Action behaviours in the workplace. For posts with managerial responsibility only o Evidence of promoting equality, diversity and inclusion, and ensuring fair and equitable practices throughout your work experience. Evidence of promoting a culture which helps individuals live behaviours aligned to our Trust Values (Compassion, Openness, Pride, Partnership, Improve, Learn and Respect)

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.

Employer name

University Hospitals Coventry and Warwickshire NHS Trust

Address

University Hospitals Coventry and Warwickshire

University Hospitals Coventry and Warwickshire