Senior Waiting List Co-ordinator

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

Job summary

A leading health service provider in Port Talbot seeks an organized and empathetic administrative coordinator for its Patient Pathway Management team. This role involves managing clinics, providing comprehensive support to medical staff, and ensuring patients are treated within national targets. Candidates should possess excellent organizational and communication skills, along with relevant qualifications and experience in healthcare administration. Opportunities for professional growth and training are available within a supportive work environment.

Benefits

Professional training opportunities

Supportive team environment

Qualifications

• In-depth knowledge of Health Board Policies regarding Sickness Absence and Maternity.
• Experience with clerical/administration tasks and data entry.
• Understanding of Waiting Lists Management.

Responsibilities

• Manage clinics and theatre lists for medical staff.
• Provide administrative support to the Patient Pathway Manager.
• Liaise with departments to ensure continuity in patient care.

Skills

Excellent organizational skills

Verbal and written communication

Tact and diplomacy

Self-motivation

Education

BTEC Diploma, NVQ 3 or equivalent

Good standard of Education (GCE level or equivalent)

Tools

Microsoft Word

Microsoft Excel

Job description

Work as part of the Patient Pathway Management team and provide comprehensive coordination and administrative support service to the Patient Pathway Manager and the team.Manage clinics and theatre lists for consultant(s) and designated medical staff on a daily basis.Responsible for own workload and organisation of clinics, prioritising and accepting urgent and cancer referrals where necessary.Actively seek to ensure that all patients are treated within National targets set by the Welsh Assembly across Stage 1 to Stage 5 of their pathway.Understand the pathway of each individual patient; monitoring their progress and ensuring timely intervention is achieved.Liaise daily with internal departments and primary care departments to ensure continuity in achieving excellent patient care. Be responsible for communicating with patients regarding their waiting times.Ensure data is stored and shared through variety of media including verbal communication, paper records, and internal and external electronic sources.

Main duties of the job

Flexible and reliable, have excellent organisational skills and have a sound knowledge of medical terminology undertake clerical and administrative duties as instructed by the Line Manager.

Communicate effectively with patients and relatives/carers, often overcoming barriers to understanding and using tact and persuasion where required.

Ensure patients are received in a sympathetic and courteous manner and that cultural differences are catered for.Provide and receive highly complex, sensitive and/or contentious Information where empathy and/or reassurance Is required.Liaise with Consultant, Medical, Nursing and Administrative staff within the Health Board and workers from outside agencies.Able to work as part of a multi-disciplinary team.

Plan and organise a range of complex activities daily with medical staff and consultant(s) which require adjustments.

Manage and validate the waiting lists recurrently, to ensure that where possible patients are booked onto theatre lists chronologically following Welsh Assembly guidelines and regulations.

Supervise the work of Patient Pathway Clerks and Trainees Team staff.

Contribute to the training/monitoring of staff members within the Team.Assist with the management of Sickness Absence, undertaking return to work interviews as and when required

Provide regular statistics to the Service Manager regarding service capacity.

Responsible for data entry, text processing and the storage of data on one or more information systems.

About us

We believe staff are our best asset and wewant you to be happy and confident about starting your career here in Swansea Bay University Health Board.

As one of the biggest healthcare groups in the UK we can offer a wealth of professional training and development opportunities in an innovative, forward-thinking organisation.

You might be a nurse ordoctor, maybe you specialise in a health science/therapy or can offer skills in one of our support services - wehave a job for you.

There are also apprenticeships, work placementsand volunteering roles available.

We are an inclusive employer and welcome applications from everyone whatever their sex; religion or belief; race; age; sexual orientation; gender identity or, whether they are pregnant or have recently been on maternity leave, married or are in a civil partnership; or, whether they are disabled.

Our values - Caring For Each Other, Working Together and Always Improving, show thatour commitment to equality is at the heart of everything we do.

If you want excellent career and training opportunities while living on the doorstep of some of Europe's most spectacular scenery,with all the benefits of a thriving and cosmopolitan city - look no further.

Job responsibilities

Please see the attached job description and person specification for a detailed outline of the job requirements. This is available for you bilingually, in English and Welsh.

The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.

Person Specification

Qualifications and Knowledge

• BTEC Diploma, NVQ 3 or equivalent training/experience.
• Requires an in-depth knowledge and understanding of Legislation that directly affects the Patient Pathway Team such as: Health Board Policies and procedures in relation to Sickness Absence, Maternity and Special Leave, etc. General Data Protection Regulation (GDPR) The Access to Health Records Act 1990 and the Freedom of Information Act 2000.
• Good standard of Education (GCE level or equivalent)
• Familiar and confident using e-mail and Microsoft IT packages such as Word and Excel.
• ECDL

Experience

• Previous clerical/administration experience within a service where data input forms a significant part of the workload
• Excellent IT skills with ability to use a range of packages especially Excel.
• Understanding of Waiting Lists Management.
• Previous supervisory experience.
• Excellent knowledge of Referral to Treatment Rules.

Aptitude and abilities

• Adhere to and can demonstrate SBU Values & Behaviours.
• Able to demonstrate excellent verbal and written communication skills to provide and receive often complex highly sensitive & contentious information. Able to demonstrate situations where effective leadership and management skills have been used.
• Able to demonstrate tact and diplomacy when working with others. Able to demonstrate sound organisational skills and a methodical approach towards work. Able to evaluate complex information and identify options. Able to demonstrate an inquisitive nature and an ability to tackle problem solving in a positive manner.
• Able to demonstrate a high level of self-motivation and able to use this skill to influence others.
• Able to demonstrate initiative and an ability to take decisions appropriate within the boundaries of the role.
• Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh.

Other essential criteria

• Ability to travel within geographical area. Able to work hours flexibly.
• Satisfactory Enhanced DBS clearance including an Adults and Childrens Barred List check (as relevant to the Post).
• Able to work under, and cope with pressure.

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.