Waiting List & Admissions Co-ordinator

Midlands and Lancashire Commissioning Support Unit; England; On-site; GBP 25,000 - 30,000; Full time

Job summary

A major healthcare provider in the UK seeks a Medicine Division Waiting List & Admissions Coordinator to deliver an exceptional administrative service within cardiac diagnostics. The role involves ensuring effective communication, managing patient pathways, and supporting operational standards. Candidates should possess strong organizational skills, relevant qualifications, and experience in healthcare settings. This is a 9-month fixed-term position with full-time hours, providing a unique opportunity to contribute to high-quality patient care.

Qualifications

• Educated to GCSE grade C or above (or equivalent) in literacy and numeracy.
• NVQ level three in administration or equivalent experience.
• Appropriate experience in a hospital or office environment.
• IT experience with ability to input, retrieve, and manipulate data.

Responsibilities

• Provide a comprehensive administrative booking service to medical staff.
• Ensure excellent communication is provided to all stakeholders.
• Manage the pathway for patients referred in to minimise breach.
• Support the achievement of Trust performance standards.

Skills

Excellent presentational, communication and interpersonal skills

Proven organisational skills

Self-motivated and able to work under own initiative

Good understanding of English, punctuation and grammar

Ability to concentrate with frequent interruptions

Resilience to manage complexity

Education

GCSE grade C or above in literacy and numeracy

NVQ level three in administration or equivalent experience

Tools

Microsoft Office packages

Job description

Job Overview

A 9‑month fixed term position at 37.5 hours a week. The post‑holder will provide a full and confidential cardiac diagnostic admission service for the Trust. Good communication with patients, relatives, general practitioners and other hospital staff is essential to ensure a proficient, high‑quality service for patients and clinicians. The post‑holder will be expected to work as part of the Cardiology team but also support the cardiac investigation reception team as needed.

Key Responsibilities

• Provide a comprehensive administrative booking service to the medical staff and their supporting team.
• Provide cover for colleagues in their absence to maintain service levels.
• Ensure excellent communication is provided to patients, relatives, general practitioners and other hospital staff to ensure a proficient, high‑quality service for patients and clinicians.
• Ensure all clinics are used to their full capacity and that any vacant slots are fully utilised and acted upon to maximise capacity.
• Regularly inform the Waiting List & Admissions Supervisor about progress and flag up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc.
• Manage the pathway for patients referred in ensuring they are monitored to minimise/avoid breach.
• Carry out regular review and administrative validation of the waiting lists.
• Support the achievement of Trust performance by ensuring administrative standards are met e.g., booking diagnostic tests within 6 weeks and any potential 52‑week breaches are escalated to the Waiting List & Admissions Supervisor, Heads of Cardiac Investigations, or General Management.
• Ensure all clinic cancellations/alterations are dealt with efficiently and in line with the Trust’s 8‑week annual/study leave policy.

Working for our organisation

I am delighted you are interested in the Medicine Division Waiting List & Admissions Co‑ordinator position here at Gloucestershire Hospitals NHS Foundation Trust. We provide acute hospital services from two large district general hospitals, Cheltenham General Hospital and Gloucestershire Royal Hospital. Maternity Services are also provided at Stroud Maternity Hospital. We remain the major provider of secondary care services in the area and analysis shows that for Gloucestershire we are the leading acute healthcare provider by a significant margin. Here at Gloucestershire Hospitals NHS Foundation Trust, our patients are at the heart of everything we do, and pivotal to this are our Secretarial and Administration Teams, whose dedication, expertise and kindness ensures that patients receive the very best care throughout their pathway through our services. I wish you every success with your application to join this team.

Detailed Job Description And Main Responsibilities

• Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc.
• Ensuring incoming post is sorted and appropriate action is taken.
• Ensuring that any vacant slots are fully utilised and acted upon to maximise capacity.
• Review clinics to ensure patients have been booked appropriately. Identifying any issues to the Waiting List & Admissions Supervisor.
• Booking investigations as requested by the clinical team, including negotiation of dates with the patients and creating correspondence if appropriate.
• Deal with enquiries by letter/e‑mail/telephone from all stakeholders.
• Organisation of procedures in negotiation with the clinical staff and patients as requested by the Waiting List & Admissions Supervisor. This includes identifying potential dates with the clinical team, negotiation of dates with the patient and any additional co‑ordination of staff, equipment, stock, facilities, external support (company representatives) and paperwork.
• Monitoring the pathway for patients referred in to minimise/avoid breach.
• Carry out regular review and administrative validation of the waiting lists.
• Support the achievement of Trust performance by prospectively “pulling” patients through their RTT and DM01 pathways to minimise delays and breach, escalating potential capacity/other issues and solutions to the Waiting List & Admissions Supervisor, Heads of Cardiac Investigations, or General Management.
• Ensure all clinic cancellations/alterations are dealt with efficiently and in line with the Trust’s 8‑week annual/study leave policy.
• Regularly inform the Waiting List & Admissions Supervisor about progress and flag up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc.

Person Specification

Qualifications

• Educated to GCSE grade C or above (or equivalent) in literacy and numeracy.
• NVQ level three in administration or equivalent experience.

Experience

• Appropriate experience in a hospital or office environment.
• IT experience of Microsoft Office packages. Computer literate with the ability to input, retrieve, and manipulate IT data.

Knowledge / Skills

Essential criteria

• Personally resilient and able to manage complexity and work in an ambiguous or changing environment.
• Excellent presentational, communication and interpersonal skills.
• Good command and understanding of English, punctuation and grammar.
• Able to effectively and appropriately elevate concerns to reduce risk and promote patient safety.
• Proven organisational skills.
• Ability to concentrate where work pattern is unpredictable and there are frequent interruptions.
• Self‑motivated and able to work under own initiative and prioritise workload.

Desirable criteria

• Understanding and previous experience in medical terminology / procedures.
• Knowledge and awareness of health and safety issues, risk management, and data protection act.