Waiting List Coordinator

NHS; Sheffield; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading healthcare organization in Sheffield is seeking a Waiting List Coordinator to support safe and efficient maternity care. This role involves managing inpatient waiting lists and ensuring timely bookings in collaboration with multidisciplinary teams. Candidates should have strong organizational skills, relevant experience in coordination roles, and knowledge of NHS waiting time targets. A supportive work environment with comprehensive training opportunities is provided to enhance staff development.

Benefits

Professional development commitments

Supportive policies for work-life balance

Qualifications

• Experience in a coordinating role.
• Experience working in a multidisciplinary environment.
• Experience managing patient waiting time targets.

Responsibilities

• Manage inpatient waiting lists for Gynaecology and Obstetric admissions.
• Book procedures based on urgency and patient choice.
• Liaise with clinical teams for timely patient bookings.

Skills

Organisational skills

Attention to detail

Communication

Team collaboration

Diplomatic skills

Education

NVQ Level III in Business Admin / Customer Care

4 GCSEs including Maths and English

Tools

Microsoft Word

Microsoft Excel

Patient Administration System (e.g., Connect)

Job description

Sheffield Teaching Hospitals NHS Foundation Trust

Waiting List Coordinator

The closing date is 31 December 2025

Are you highly organised, detail-oriented, and ready to play a key role in supporting safe and efficient maternity and gynaecology care?

We are seeking a proactive Waiting List Coordinator to join our busy Women's Health team. In this vital role, you will be responsible for managing inpatient waiting lists for Gynaecology elective admissions, Obstetric elective caesarean sections, and Inductions of labour. You'll work closely with clinical teams to ensure patients are booked appropriately, efficiently, and in line with clinical urgency, patient choice, and national performance targets.

Using our electronic patient record, you will ensure accurate booking, tracking, and reporting of admissions, theatre lists, and pre-operative processes. The role involves close liaison with multidisciplinary teams to maximise theatre utilisation and avoid delays that could impact patient outcomes.

If you're someone who thrives in a fast‑paced environment, values patient safety, and enjoys working collaboratively with clinical and admin colleagues, we'd love to hear from you.

Main duties of the job

• Manage inpatient waiting lists for Gynaecology elective admissions, Obstetric caesarean sections, and Inductions of labour.
• Book procedures in line with clinical urgency, patient choice, and national/local waiting time targets.
• Schedule pre‑operative assessments and liaise with patients to confirm admission details.
• Coordinate with clinical teams and MDTs to ensure appropriate and timely bookings.
• Monitor and update the Patient Tracking List (PTL) and other booking systems (e.g. Connect).
• Produce accurate theatre and admission lists in a timely manner.
• Ensure correct clinical coding and recording of procedure information in coordination with coding teams.
• Liaise with transport services for booking/cancelling patient transport as required.
• Register new patients from external providers and ensure accurate data entry.
• Escalate capacity issues and contribute to service improvement where possible.
• Provide cover for other admin staff as needed and support induction/training of new team members.

About us

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.

Job 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

• 4 GCSE including Maths and English grades A-C or equivalent experience/ qualifications.
• NVQ Level III in Business Admin / Customer Care or equivalent demonstrable experience.

Experience

• Relevant experience of working in a coordinating role.
• Relevant experience working in a multidisciplinary environment.
• Experience of meeting objectives and deadlines in a fast‑paced environment.
• Working knowledge of Microsoft Office, Professional package (Word, Excel, and PowerPoint).
• Working knowledge of Patient Administration System (e.g., Connect) or equivalent administrative systems.
• Experience of working in a clerical role within a clinical directorate in the NHS.
• Experience of managing patient waiting time targets including 18‑week RTT and cancer wait times.
• Experience of waiting list coordination.

Further Training

• Clear understanding of patient confidentiality.
• Experience of Lorenzo.
• Assertive with excellent diplomatic and negotiation skills.
• Self‑motivated and able to work independently, prioritising work load effectively.
• Ability to work as part of a team.
• Experience of working in a pressurised environment together with the ability to remain calm under pressure.
• Knowledge of NHS waiting time targets.
• Demonstrate a tactful understanding when dealing with a variety of patient and staff situations.

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.

Sheffield Teaching Hospitals NHS Foundation Trust