Waiting List Co-ordinator

Transformation Unit; Sheffield; Hybrid; GBP 28,000 - 31,000; Part time

Benefits offered by this job

NHS pension

Flexible working

Career development opportunities

Job summary

Sheffield Teaching Hospitals NHS Foundation Trust in Sheffield is seeking a Waiting List Co-ordinator to support the administrative function within the Cardiothoracic Services at the Northern General Hospital. The successful candidate will be methodical, highly organized and able to work with NHS performance targets.

The role involves coordinating waiting lists, attending daily meetings, and ensuring timely scheduling of inpatient and outpatient activity.

Qualifications

• 5 GCSEs or equivalent including English Language or Maths.
• Competence in use of various computer software packages.
• Medical Terminology knowledge.
• EPR trained (Training available).

Responsibilities

• Facilitate and manage patients on a waiting list and liaise with administration teams to ensure patients are managed through their treatment pathway within the 18 week standard.
• Ensure theatre capacity is utilised and elevate any vacant theatre slots with urgency.
• Coordinate with Lead Theatre Practitioner to inform of complex theatre cases and other areas requiring preparation by theatre team.
• Manage and maintain Directorate waiting lists and ensure patients are appropriately listed for treatment.
• Reschedule patients cancelled on day of admission or surgery for non-clinical reasons within 28 days and escalate as needed.

Skills

Methodical approach

Excellent interpersonal skills

Strong organisational skills

Education

GCSEs (5) including English or Maths

EPR training

Tools

EPR system

Job description

Main area Cardiothoracic Services Grade NHS AfC: Band 4 Contract Permanent Hours Part time - 27 hours per week (Working pattern Monday-Friday) Job ref 190-1925-DIR-B

Employer Sheffield Teaching Hospitals NHS Foundation Trust Employer type NHS Site Northern General Hospital Town Sheffield Salary £28,392 - £31,157 pa/ pro rata for part time staff Salary period Yearly Closing 01/11/2026 23:59 Interview date 11/11/2026

Waiting List Co-ordinator

NHS AfC: Band 4

We are committed to helping our staff balance their work and home lives and ensure they feel supported, valued and appreciated so whilst you care for our patients and clients, we’ll take care of you. We offer many different ways of helping staff including career development opportunities, flexible working, good annual leave and pension schemes , health and wellbeing packages and financial support systems. Joining the Trust also allows you access to a number of saving options via our salary sacrifice schemes and a wide range of discount opportunities with retailers and service providers.

Job overview

An opportunity has arisen for a Waiting List Coordinator to support the administrative function within the Cardiothoracic Services at the Northern General Hospital. This is an exciting opportunity to work in a busy, fast paced surgical scheduling team.

The successful candidate will have a methodical approach to work, be extremely well organised, have the confidence to approach challenges head on, problem solve and have a flexible attitude incorporating the Trust PROUD values. A clear understanding of patient confidentiality as well as a background in an administrative setting. This post would ideally suit an individual wanting to further their experience in waiting list management. Previous waiting list coordination experience would be advantageous. Effective computer skills are essential along with experience of using a hospital computer system and conducting meetings via Microsoft Teams. There are daily morning meetings involving the Cardiothoracic Scheduling Team, Clinicians and wider Theatre Team with a responsibility to the waiting list coordinators to attend these meetings and contribute.

To work as part of the scheduling team ensuring designated, urgent inpatient clinical activity, outpatient clinical activity and outpatient waiting lists are managed efficiently and effectively in line with both national and local standards and the workload is managed in a timely and accurate manner.

Working hours/pattern: 27 hours a week. Monday- Friday- Core Hours 8am and 5pm.

Main duties of the job

To facilitate and manage patients on a waiting list and liaise with administration teams to ensure patients are then managed through their treatment pathway within the 18 week standard and cancer pathways.

To ensure theatre capacity is utilised and elevate any vacant theatre slots with urgency.

To work in coordination with Lead Theatre Practitioner to inform of complex theatre cases, joint cases and other areas that will require further preparation by theatre team.

To manage and maintain the Directorate waiting lists (lists as defined by the Service Manager) on a regular basis and ensure all patients are being appropriately listed for treatment within the Trust Access Policy.

To ensure patients cancelled on day of admission or surgery for non-clinical reasons are rescheduled for their procedure within 28 days and to elevate these cancellations to line manager and senior management.

Working for our organisation

You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.

Detailed job description and main responsibilities

Please view the attached Job Description and Person Specification documents for full details regarding this post.

When completing your application please ensure that you clearly demonstrate how you meet the role criteria.

Person specification

Qualifications

• 5 ‘C/4 grade GCSE’s or equivalent including English Language or Maths.
• Competence in use of various computer software packages
• Medical Terminology
• EPR trained (Training available)

Experience

• Relevant experience within an administrative role
• Experience of working with the general public
• Evidence of a positive approach to working in complex environments
• Experience of setting and maintaining work standards
• Ability to provide a range of options to deal with complex working situations
• Knowledge of RTT 18 week pathways
• Experience of managing a waiting list
• NHS experience
• Evidence of team working
• Elective and/or emergency admission knowledge
• Strong Computer Skills
• Experience of dealing with tight deadlines and targets.
• Highly organised and have the ability to coordinate and prioritise own workload
• Have and promote a professional working attitude
• Ability to work as part of a team
• Familiarity with NHS performance targets

Interpersonal Skills/Communication Skills

• Excellent interpersonal and communication skills
• Excellent telephone manner
• Able to demonstrate initiative and deal with sensitive information.
• Ability to cope effectively under pressure
• Experience of dealing with stressed/upset individuals in an empathetic manner.
• Ability to adapt to rapidly changing demands and expectations.
• Ability to use own initiative and act quickly and decisively.
• Diplomacy Skills
• Evidence of interacting with a wide range of people

Please note that in order to comply with the UK Government’s rules on Skilled Worker sponsorship, any applicants who do not meet the eligibility requirements or concessions on salary thresholds under the Skilled Worker visa will not be eligible to receive sponsorship from the Trust. Please keep this in mind when submitting your application. Further details on these concessions, and who qualifies for them, can be found here .

The Trust is committed to its obligations in accordance with the Equality Act 2010, and we positively encourage applications from all sections of the community. Should you require any assistance in applying for the position please contact the General or Medical Human Resources Departments on the number identified on the NHS Jobs page for the organisation.

Job Share applicants are welcome for all full time posts unless indicated but cannot be guaranteed. In addition for Fixed Term Contracts, internal secondments may be considered, please seek the approval of your current line manager before applying for the position.

All employment with the Trust is subject to a number of NHS Employment Checks being met to a satisfactory standard including verification of identity, eligibility to work in the United Kingdom, references and qualifications in addition to professional registration, a disclosure and barring records check and occupational health check if these are deemed to be a requirement for the position to be undertaken.

For more information about our organisation and the opportunities available, please visit our website and follow us on Twitter and Facebook