Waiting List Administrator

NHS Professionals; Oxford; On-site; GBP 22,000 - 30,000; Full time

Benefits offered by this job

Competitive pay rates

Support when you need it 24/7

Multi locational work across trusts

Shift and timesheet management via My

Ad-hoc or longer-term shifts

Training and development opportunities

Holiday allowance accrual

Stakeholder pension scheme

Job summary

NHS Professionals is seeking a Waiting List Administrator at the Nuffield Orthopaedic Centre in Oxford. The role supports RTT targets, PTL validation, and patient communications, with a 37.5-hour week from Monday to Friday.

Temporary for 6 months with potential extension; NHS experience is essential and a GCSE / NVQ level 3 admin background is preferred. Great teamwork and data accuracy are key.

Qualifications

• GCSE English and Maths or equivalent NVQ Level 3 Business Admin.
• Good IT literacy with Outlook, Word, Excel, PowerPoint and Access.
• Clear communicator with NHS context preferred.
• NHS experience is essential.
• High concentration and strong analytical skills.

Responsibilities

• Liaise with departments to ensure admission dates and appointments align with policy.
• Monitor and report discrepancies, validate PTL and RTT lists and patient pathways.
• Maintain accurate waiting lists through regular validation and updates.
• Inform patients of dates and provide relevant information.
• Follow agreed care pathways and flag exceptions to clinicians or managers.
• Date patients by clinical priority and wait times per Trust policies.
• Schedule cancellations to maximise service capacity as per policy.
• Update Trust patient information systems to ensure data accuracy.

Skills

GCSE English

GCSE Maths

IT systems knowledge

Clear communicator

NHS experience

Analytical skills

Education

GCSE English and Maths or NVQ Level 3 Business Admin

Tools

Outlook

Word

Excel

PowerPoint

Access

Job description

Job Title: Waiting List Administrator

Location: Nuffield Orthopaedic Centre, Windmill Road, Oxford, OX3 7QU

Hours: 37.5 hours per week Monday - Friday 8.00am - 4.00pm

Trust: Oxford University Hospitals NHS Foundation Trust

Role type: Temporary for 6 months with possibility of extension

Role details

Work with managers and clinicians to ensure that all patient are treated in line with clinical need and Referral to Treatment Targets (RTT)

Maintain the Patient Tracking List (PTL) to ensure that patients are listed for procedures as appropriate.

Ensure that the PTL is fully validated each month.

Act as the first point of contact for patients and their families awaiting procedures.

Duties & responsibilities

• Liaise with other patient access officers and departments as appropriate to ensure that all patients have admission dates and appointments in line with waiting list policy.
• Monitor and report any potential discrepancies or breaches, validate inpatient PTL and RTT lists and monitor patient pathway in accordance with Trust RTT rules.
• Maintain an accurate waiting list through regular validation and updating of patient records.
• Ensure that patients are informed of their date of their procedure or appointment and have access to all relevant supporting information.
• Ensure that every patient follows an agreed pathway of care and identify any exceptions to the relevant clinician and/or manager.
• Ensure that patients are dated in accordance with clinical priority and length of wait, and that Trust Policy and procedures are followed.
• Ensure that appropriate action is taken following both patient and hospital cancellations, such that the utilisation of service capacity is maximised.
• Ensure cancellations are appropriately scheduled in accordance with Trust Policy, and
• Update the Trust patient information systems as required to ensure accuracy of patient data and maximise service capacity.
• Take telephone calls on behalf of the Department from outside professionals, patients and carers; dealing with callers in an efficient and helpful manner and give relevant information as appropriate (adhering to the data protection policy) liaising with colleagues if necessary.
• Deal with sensitive/confidential information e.g. patient records, in an appropriate manner.
• Respond to communication and queries including email, face to face and over the telephone in a timely manner

You'll learn the following

• An in depth understanding of the roles and responsibilities involved in working within the NHS
• Knowledge of the systems used, to effectively complete your role to the highest standard at all times
• A sense of teamwork, gained through working alongside and supporting colleagues from all levels, within the organisation

You'll have the following skills/experience

• Good standard of education; GCSE English and Maths or equivalent NVQ Level 3 Business Admin
• Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, PowerPoint and Access
• Clear communicator
• NHS experience (essential)
• High level of concentration as well as strong analytical skills

As a member of NHS Professionals, you have fantastic benefits

• Competitive pay rates- work this week, get paid next week
• Essential support when you need it- 24/7 365 days- call us anytime
• Multi locational- work across neighbouring Trusts
• Manage your shifts and timesheets on the go- access your "My Bank" shift portal anywhere, anytime online or through your smartphone
• Varied working options to suit your lifestyle- access to the Bank gives you options of ad hoc shifts or longer-term placements
• Training and development opportunities- Keep up with the essentials and more
• Build holiday allowance for every shift you work- your work life balance is important to us
• Stakeholder pension scheme available- a flexible future for you and yours

Who are NHS Professionals?

We specialise in putting people in place to care. Every year we help thousands of dedicated candidates and highly skilled NHS workers enjoy better career opportunities, access to more shifts and a healthier work-life balance, giving more choice and control to our members.

As an equal opportunities' organisation, NHSP is committed to the equal treatment of all current and prospective Bank members and does not condone discrimination on the basis of age, disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender reassignment, or marriage and civil partnership. We believe there is a strong case for the Equality, Diversity and inclusion agenda and we strongly encourage suitably qualified applicants form a range of backgrounds to apply.