Patient Services Co-ordinator (XN05)

Leeds Teaching Hospitals; Leeds; On-site; GBP 60,000 - 80,000; Full time

Job summary

A regional healthcare provider in Leeds is seeking a Healthcare Science Associate to manage administrative staff and ensure a high-quality patient administration service within a busy hospital environment. This role requires strong leadership and communication skills, with experience in managing waiting lists and collaborating with clinical teams. Competitive benefits include NHS pay scales, generous leave, and a pension scheme. Apply by October 2, 2025, for consideration.

Benefits

27 days annual leave plus bank holidays

Defined benefit pension with 20.6% employer contribution

Paid study leave (up to 5 days per year)

Flexible working practices

Qualifications

• Experience managing a team of administrative staff.
• Familiarity with patient waiting lists and PTLs.
• Ability to work under pressure and motivate staff.

Responsibilities

• Provide leadership to the patient administration team.
• Manage recruitment and staff training.
• Ensure a high-quality administration service.

Skills

Team management

Waiting list management

Communication skills

Capacity planning

IT literacy

Education

Management or supervisory qualification

Tools

Patient Administration System (PAS)

Excel

Word

Databases

Job description

Joinus to make a meaningful difference to patients lives.

Ifyour passion is science and you want to be at the forefront of improvingoutcomes for patients, then theres no better place to be.

Weare currently recruiting for dedicated individuals to join our growing teamin the

genomicscentral laboratory at St Jamess University Hospital, as a Healthcare ScienceAssociate.

Workingclosely with colleagues at Leeds and across the wider North East andYorkshire

(NEY)region, applicants should have experience of:

Managing a team of administrationstaff

Managing a waiting list, includingfamiliarity with PTLs.

Working with clinicians as well asclinical scientists and healthcare practitioners from multiple disciplines.

Be able to maintain a high level ofaccuracy and reliability in defined routine, preparative and associatedprocedures.

Thesuccessful candidate will need to work in a fast-paced environment,completing work at short notice and delivering the tight deadlines.

Wewelcome applications from candidates who have the relevant skills. For further enquiries or a confidentialdiscussion please contact Helen Thomas at [e-mail].

Shortlisting: 2 October 2025

Interviews: 13 October 2025

Main duties of the job

Thepost holder will ensure the provision of a highly effective patientadministration service within the department. The post holder would beexpected to demonstrate relevant job related tasks to new or more juniorstaff or visitors to the department so the successful candidate would need todemonstrate excellent communication skills and knowledge. By working tostrict deadlines within established systems and procedures, the successfulapplicant will demonstrate excellent organisational skills, technical andtraining skills and flexibility. Thepost holder should have the ability to use their initiative and be able towork independently and as part of a team.

Thepost holder will be required to work 37.5 hours per week full-time andcontribute to out-of-hours rotas including weekends and bank holidays asrequired.

About us

LeedsTeaching Hospitals NHS Trust is part of the West Yorkshire Association ofAcute Trusts (WYAAT), a collaborative of the NHS hospital trusts from acrossWest Yorkshire and Harrogate working together to provide the best possiblecare for our patients.

Asan employer, Leeds Teaching Hospital NHS Trust offers:

New NHS pay scales from 2024/25.

27 days annual leave (rising to 29days after five years and 33 days after 10 years service) plus bank holidaysand the option to buy additional days.

Optional defined benefit pension,with generous 20.6% employer contribution

Opportunity for paid study leave(up to 5 days per year)

Flexible working practicesSupportive benefits throughout changing life circumstances, including up to1-year parental leave, onsite nurseries, career breaks and flexible optionsfor carers.

Access to health and wellbeingresources and retail discount

LeedsTeaching Hospitals is committed to our process of redeploying 'at risk'members of our existing workforce to new roles. As such, all our job advertsare subject to this policy and we reserve the right to close, delay or removeadverts while this process is completed. If you do experience a delay in theshortlisting stage of the recruitment cycle, please bear with us while thisprocess is completed, and contact the named contact if you have anyquestions.

Job responsibilities

PRINCIPALDUTIES & AREAS OF RESPONSIBILITY

STAFFMANAGEMENT

Provide leadership, management andsupervision to the patient administration team within the department.

Establish robust communicationsystems with all staff, ensuring that supervisory staff conduct regular,effective team meetings.

Lead the recruitment and selectionof patient administration staff within the department. Ensure systems are inplace for induction and orientation of new staff.

Undertake staff appraisals andcompile personal development plans in accordance with trust policy. Providesupport for staff in undertaking continuing personal developmentopportunities.

Implement Trust AttendanceManagement policy and maintain records for all staff. Manage staff annualleave, sickness absence, capability and staff grievances with support asrequired.

Ensure that all members of staffwork co-operatively with staff within and outside the department to ensuredelivery of a high quality service.

Take a lead role in reviewing andimplementing new systems to ensure that both the clerical team and medicalsecretariat function effectively and within delegated budgets.

Ensure that both an effectiveworking relationship and good communication is maintained between all gradesof staff, promoting positive morale within the team through mutualco-operation.

Establish and maintain effectivetraining plans to ensure that staff follow correct policy and procedure andrespond to developments in the service. Ensure that staff are able to useelectronic patient administration systems, providing support where appropriate.

Develop effective relations withpeers, working in co-operation and contributing to cover arrangements forannual leave, sickness and other absence.

SERVICEMANAGEMENT

Ensure that the provision ofadministration/access processes and services are of the highest quality andthat they are responsive to the needs of patients, carers and the clinicalteams, and that all processes adhere to Trust policy.

Take a lead role in soliciting theviews of patients, carers and members of the public in respect of theadministrative services provided by the department.

Ensure that administrative referralbooking, sending and reporting processes are administered effectively andthat relevant quality standards are correctly measured and monitored; respondto problems and resolve appropriately.

Ensure effective systems formonitoring and validating activity are in place. Monitor waiting lists on aweekly basis. Identify and respond appropriately to potential problems andwork with other members of the department to ensure patients are seen withinagreed local and NHS Plan target times.

Ensure the regular validation ofreporting lists, following this up with any necessary action, advice,coaching and/or training of staff.

The post holder will support theirline manager to lead the establishment of new ways of working to improvepatient access as directed in the NHS Plan, including the implementation ofbooking systems.

Report to the department progressand achievement, including any areas of concern and an action plan detailinghow these will be resolved.

Establish effective systems ofworking with the department core team and with corporate administration andinformation teams.

Lead casenote audit meetings in thedepartment, selecting patient records for audit and reporting any breach ofpolicy with recommendation for action, to the Business Manager.

Investigate complaints relating toadministration/access issues and implement changes in practice as required.Address the concerns of patients and service users and respond to theirsuggestions for local quality improvements.

Plans rotas and staff cover for oneor more teams of staff, including Clerical Officers, Medical Secretaries,Supervisors and Assistant PSCs. Thismay mean staff movement between hospital sites.

Plans and organises service changeswithin their speciality eg. service reconfiguration organising office andstaff movement to a new building and planning the office layout.

INFORMATIONMANAGEMENT

Ensure the appropriate recording,monitoring and management of inpatient and outpatient waiting lists,providing regular reports to agreed timescales. Identify and resolve anyproblems highlighted as a result of the monitoring undertaken.

Implementation and monitor systemsfor timely and accurate collection and recording of patient related data, inconjunction with the department and Corporate Information staff. Identify andresolve any problems highlighted as a result of the monitoring undertaken.

Contribute to monthly performancereview meetings, providing data for this in a timely manner as requested.

RESOURCEMANAGEMENT

The post holder will support theirline manger with the management of staff and non-staffing budgets; ensuringthat available resources are deployed efficiently and effectively to supportthe administrative and operational processes.

Establish systems to cover staffannual leave, sickness and vacancies and to reduce expenditure, contributingto the department financial plan.

OTHERRESPONSIBILITIES

All employees must maintain strictconfidentiality in respect of patient and staff records. Comply with therequirements of the Caldicott Report, the Data Protection Act, Access toHealth Records Act., Mental Health Act and subsequent legislation issued inrelation to confidential data. Ensure all staff practice in accordance withthese guidelines.

Maintain a safe workingenvironment, complying with Health and Safety policies and regulations.Undertake and facilitate risk assessments as required, take any correctiveaction required and record any untoward risk incidents in accordance withtrust procedures.

Provide operational patientadministration/access support and advice to other members of the CSU asrequired.

Support and assist the BusinessManager with other projects and responsibilities as required.

Person Specification

Qualifications

• Good general standard of education
• Training in the use of PAS
• Training in Excel, Word and the use of databases
• A management or supervisory qualification

Skills & behaviours

• The Patient Services Coordinator is expected to have experience of working in a multi-disciplinary setting and working with office systems. The post-holder will have experience and understand of wai
• Knowledge of Trust access policies and national rules on waiting times reporting
• Understanding of capacity planning and management
• PAS use
• The post-holder will be expected to be an enthusiastic member of the team, with the ability to act flexibly to meet the evolving needs of the Lab Genetics department. The Patient Services Coordinator
• The post-holder will be expected to have an open, supportive working relationship with the staff in their team to encourage professional development and to meet the objectives of the department.
• Ability to work well under pressure Ability to motivate staff
• Good interpersonal skills Openness, honesty and integrity

Experience

• Experience of managing a team of administration staff
• Experience of managing a waiting list, including familiarity with PTLs
• Experience of working with clinicians as well as clinical scientists and healthcare practitioners from multiple disciplines
• Experience of managing people
• Waiting list and capacity management skills
• Demonstrable understanding of the management of patient administration processes within the Leeds Teaching Hospitals Trust and wider NHS
• Ability to analyse and bring about improvements in processes and working practices
• Awareness of the modernisation agenda as it relates to service provision and development
• Knowledge of current Personnel policies and procedures and their application
• IT literate including spreadsheets/Patient Centre, other databases, waiting list management.
• Knowledge of current Government policies on the NHS
• Excellent written and oral communication skills with proven interpersonal skills.
• Knowledge of reviewing, monitoring and developing appropriate administration processes and systems with the Patient Pathway and Access Team in line with Trust and local policies
• A thorough knowledge of work practices and procedures across the patient administration process within the Trust and wider NHS is required by the post-holders.
• Some clinical knowledge is required in order to estimate length of time operations would take to ensure that theatre and bed capacity are used effectively.
• Experience of service re-design

Additional Requirements

• Ability to organise a group of staff to deliver a defined end
• Ability to re-assess ways of working and design better processes in conjunction with others

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.