Waiting List Administrative Assistant

Bedfordshire Hospitals NHS Foundation Trust; Bedford, Luton; On-site; GBP 26,000 - 27,000; Full time

Job summary

Bedfordshire Hospitals NHS Foundation Trust is seeking a Waiting List Co-ordinator to support the day-to-day coordination of inpatient waiting lists and theatre lists. You will act as the main point of contact for patients and staff, working both independently and as part of the Waiting List team.

The role requires effective communication, high attention to detail and keyboard skills, with responsibilities across Trust systems and patient communications.

Qualifications

• Educated to GCSE level including English and maths or equivalent.
• Experience of NHS/healthcare environment.

Responsibilities

• Assist Waiting List Coordinator with daily duties: reviewing ETCI requests and creating waiting list entries.
• Input data into Trust PAS system and add essential comments for patient management.
• Notify and communicate with patients, relatives, and staff across the organisation and partner providers.

Skills

Effective communication

High concentration

Attention to detail

Education

GCSE English and Maths

NHS/healthcare environment experience

Tools

IPM and ICE packages

Job description

Main area General surgery Grade NHS AfC: Band 3 Contract Fixed term: 12 months (Maternity leave cover) Hours Full time - 37.5 hours per week (Monday - Friday) Job ref 418-COR8209-HC

Site Bedford Town Bedford Salary £25,760 - £27,476 per annum Salary period Yearly Closing 28/09/2026 23:59

Job overview

The postholder is responsible for assisting the Waiting List coordinator in the day-to-day coordination of inpatient waiting lists and theatre lists using multiple system applications, managing emails and phones calls in a timely manner. This requires the postholder to be the main point of contact for patients and staff at all levels. The postholder will be required to work independently as well as within the Waiting List team. Effective communication and good keyboard skills are essential for this post

Main duties of the job

Using Trust Systems on a daily basis, the postholder will be required to interpret and input data promptly and accurately, Additional duties will include telephone contact with patients, their relatives, and a broad range of staff across both the organisation, and our partner providers,

Working for our organisation

Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.

Our values

We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.

Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarise yourself with all requirements of the job

Detailed job description and main responsibilities

The postholder will assist the Waiting List coordinator with the following responsibilities:

1.Using the ICE system on a daily basis to review ETCI requests to create accurate waiting list entries on the Trust PAS system. Including Surgeon, Speciality, Priority, List name, admission type, anaesthetic type, who can operate, Inpatient or Daycase, admitting ward, surgical procedure required. Using the surgical procedure name to look against the ATOM times to form the operation time allocated.

2.Entering the waiting list coding of the procedure into the Trust PAS system and essential comments into the waiting list for the management of the patient for example if they are suitable for weekend operating, a combined operating list, available at short notice.

3.To ensure that essential information is entered onto the operating list comments so all theatre staff are informed of required data for example wheelchair bound hoist required, latex allergies, diabetic, MRSA.

4.Assist waiting List Coordinator to act upon the confirmed theatre timetables to compile and maintain accurate and appropriate theatre lists in a timely manner using the Patient Tracking List and Waiting list to date patients giving reasonable notice which take into account factors including case mix, theatres equipment, Imaging availability, theatre time, clinical need, list order of operating list etc

5.Ensure that patients on the elective waiting list are offered admission dates taking into account clinical priority and length of wait in accordance with the Trust’s Patient Access policy actively working towards meeting the waiting list targets.

6.To ensure that all patients are informed of correct fasting instructions for their surgery in accordance with their anaesthetic type, admission time and theatre list order and that all correspondence to patients are printed from the Trust PAS system and posted on a daily basis.

7.To notify and/or negotiate with patients either directly or by telephone regarding their admission date for surgery (or other procedure) and process the necessary documentation.

8.Take the appropriate action following both patient and hospital cancellations, such that the utilisation of elective capacity is maximised.

9.Book Interpreters if required for pre-operative health checks and surgical admission dates when notified.

10.This role requires a high level of concentration to be maintained, precise, analytical, accurate detailed work and regular emotional effort when initiating and responding to patients on the telephone.

11.To develop good working relationships with the consultants, service managers and their clinical teams and medical secretaries, regularly liaise with them concerning management of their waiting lists and theatre lists.

12.To develop good working relationships with other key areas within the hospital such as Outpatients, Wards, and Theatres to ensure effective communication is maintained at all times. Referring concerns or difficult issues to the Team Leader.

13.To manage telephone calls and voicemail messages in a timely manner to ensure that operations dates or pre- op appointments are re-arranged or cancelled whilst replacing any cancellations.

14.To deal with any routine patient, GP or other staff member’s enquiries in the best manner possible even if unrelated to inpatient waiting lists.

15.To maintain an accurate and up-to-date audit trail for all patients both on the computerised waiting list and by retaining manual records in an organised manner.

16.To assist in making distressing phone calls to patients informing them of the cancellation of surgery at the last minute due to reasons outside of the Trust control for example equipment failure or winter bed pressures. To remain calm and professional at all times acting with empathy and sensitivity to the patients needs.

T provide cross cover for the waiting list office during times of leave to maintain the service needs and assist in the training of new staf

It is an exciting time to join Bedfordshire Hospitals NHS Foundation Trust. We run two busy hospital sites in Bedford and Luton. Our 7,500 staff provide high quality care for a growing population of around 700,000 across Bedfordshire and the surrounding areas.

You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. Travel between hospital sites may be required. We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.

All new staff will be subject to a probationary period covering their first six months in post.

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.

Qualifications

• Educated to GCSE level including English and maths or equivalent
• experience of NHS/ healthcare environment

Experiance

• Previous experience in a waiting list office
• Recent experience working within an NHS administrate environment following set standards and procedures

Communication

• Ability to communicate professionally and effectively at all times -by telephone, in writing or face to face
• Ability to work as part of a team
• Previous experience in a waiting list office

skills and knowledge

• maintain accuracy and attention to detail and a high level of concentration
• knowledge of IPM and ICE packages
• Knowledge of medical terminology

Personal skills

• demonstrates a flexible approach to work

physical / mental effort

• resilience to work place pressure - ability to prioritise and meet deadlines