Waiting List Senior Coordinator

The Newcastle upon Tyne Hospitals NHS Foundation Trust; Newcastle upon Tyne; On-site; GBP 28,000 - 31,000; Full time

Job summary

The Newcastle upon Tyne Hospitals NHS Foundation Trust is seeking a Band 4 administrator to manage the Cardiothoracic Waiting List at Freeman Hospital. You will coordinate elective admissions, optimize theatre use, and act as the senior contact for booking queries.

You will monitor patient pathways to meet RTT standards, ensure clinical clearance, and work with clinicians and booking teams to deliver efficient scheduling and accurate data tracking.

Qualifications

• You should have effective organisation and time management skills and good IT skills (MS Excel and Word).
• You should have excellent communication and interpersonal skills.
• Education to NVQ Level 4 or equivalent level.

Responsibilities

• Coordinate and manage Cardiothoracic elective admissions across designated pathways.
• Act as a senior point of contact for elective booking queries.
• Monitor patient pathways to ensure RTT standards and identify delays.
• Ensure patients have clinical clearance prior to admission.
• Collaborate with clinicians, booking teams, and managers to schedule efficiently.
• Support validation and data quality processes for patient tracking.
• Contribute to service improvements to enhance patient flow and reduce cancellations.

Skills

Effective organisation

Time management

Communication & interpersonal skills

IT skills

Education

NVQ Level 4 or equivalent

Tools

MS Excel

MS Word

Job description

Main area 317 Cardiothoracic Waiting List Management Grade Band 4 Contract Permanent Hours Full time - 37.5 hours per week (Monday - Friday. 08:30 - 16:30) Job ref 317-2026-38-54-DR-B

Site Freeman Hospital Town 317 01 Freeman Hospital Salary £28,392 - £31,157 per annum Salary period Yearly Closing 13/10/2026 23:59 Interview date 27/10/2026

Newcastle Hospitals NHS Foundation Trust is one of the busiest and largest NHS hospital trusts in the country. We have around 16,000 staff and an annual budget of £1.7 billion.

With strong history of providing high quality care, clinical excellence, research and innovation regionally, nationally and internationally, w e’re in the top five providers of specialised health services in the country.

As well as providing a wide range of hospital and community services, we support people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.

We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people’s race, disability, sex, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups.

Newcastle Hospitals are proud to be one of the exemplar organisations across the NHS on sustainability, with a long history of delivering Sustainable Healthcare in Newcastle and the first healthcare organisation in the world to declare a climate emergency. Our strategy includes commitments to being Net Zero by 2030, for our direct carbon footprint, and Net Zero by 2040 for our footprint plus. Delivering these ambitions will not be possible without the help, support and action of every single member of our team.

Job overview

• Co-ordinate and manage Cardiothoracic elective admissions across designated pathways, ensuring optimal use of theatre capacity.
• Act as a senior point of contact for elective booking queries, providing guidance and support to the wider team.
• Proactively monitor patient pathways to ensure compliance with RTT standards and identify potential delays.
• Ensure all patients have appropriate clinical clearance, including PAC outcomes, prior to admission.
• Work collaboratively with clinicians, booking teams, and operational managers to deliver efficient and safe patient scheduling.
• Support validation and data quality processes to maintain accurate patient tracking systems.
• Contribute to service improvement initiatives aimed at enhancing patient flow and reducing cancellations.
• Interview Date Tuesday 27 October 2026

NO AGENCIES PLEASE

Main duties of the job

• You should have effective organisation and time management skills, good IT skills (MS Excel and Word), excellent communication and interpersonal skills.
• You should be educated to NVQ Level 4 or equivalent level.
• You should be enthusiastic and motivated.
• We ask that the successful candidate is flexible to the needs of the team.

Working for our organisation

As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.

With around 2 million contacts with patients every year, we deliver care from:

• Northern Centre for Cancer Care, North Cumbria

These include a range of flagship services which deliver cutting-edge care (supported by state-of-the-art diagnostic services in both radiology and pathology) and are a catalyst for innovation to support pioneering clinical practice in the NHS.

We also have offices at Regent Point in Gosforth and community sites.

Please see attached information on what Staff Benefits we have to offer at our Trust under ‘Documents to download’ or ‘Supporting documents’.

For further information on The Newcastle upon Tyne Hospitals NHS Foundation Trust please visit: Careers | Newcastle Hospitals | NHS | Newcastle Hospitals and Newcastle Hospitals NHS Foundation Trust

Detailed job description and main responsibilities

• The post holder is expected to understand and apply the Patient Access Policy to their everyday activity, ensuring that patients are managed fairly and contributing to the ability of the Trust to maintain waiting time targets.
• The Waiting List Office administrative service will contribute towards a systematic approach to delivering the NHS Plan commitments for access to elective and day case surgery, specifically the drive to guarantee maximum waiting times and introduce Patient Choice through booking systems, The sensitivity around clinical
  and management priorities will require the post holder to work with and have the confidence of Consultants and Directorate Managers.
• Communication with patients will be proactive, inviting discussion and consultation around their preferences and availability. Patient focus and Customer Care will be a fundamental element of the service, delivered via written, telephone and face to face contact.
• Patient confidentiality must be observed at all times.
• The post holder is the line manager to the Waiting List Office Team. It carries specific responsibilities for ensuring the systems and procedures used by the team are operating effectively and within the context of the Trust’s policies and priorities.
• The post holder will be accountable for ensuring that patients at risk of breaching are managed under the supervision of the appropriate Directorate Manager for the relevant specialty.

Whilst Newcastle Hospitals are a forward thinking and highly innovative organisation, the use of Third-Party Artificial Intelligence (AI) presents a risk to the integrity of our Recruitment & Selection processes. If you use AI, and it poses a risk to the integrity of your individual application or to the recruitment process, we may withdraw your application at any stage of the process.

Person specification

Qualifications & Education

• Management qualification (NVQ level 4 or equivalent) or willingness to undertake or equivalent experience

Knowledge & Experience

• Previous supervisory experience
• Understanding of the NHS Plan

Skills & Abilities

• Good communication skills o With the wider multi-disciplinary teams o Accommodate barriers to understanding
• Demonstrate problem solving skills
• Ability to meet deadlines
• Ability to provide formal training across disciplines in waiting list management

Whilst Newcastle Hospitals are a forward thinking and highly innovative organisation, the use of Third-Party Artificial Intelligence (AI) presents a risk to the integrity of our Recruitment & Selection processes. If you use AI, and it poses a risk to your individual application or to the recruitment process, we may withdraw your application at any stage of the process.

Important note on completion of reference section of Application Form

All references from current and previous employers will be sought and must cover a minimum of 3 years employment. Therefore, when completing the reference section of your application form, please give the address, telephone number and work email address of each of your current/previous line managers that cover 3 years employment. Failure to complete this section may result in your application not being processed.

Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate. The method of payment is a salary deduction from your first month’s pay.

Candidates who are shortlisted for interview will be contacted by e-mail. You should check your SPAM folders as well as your inbox. If you have not been contacted within 4 weeks of the closing date you should assume your application has been unsuccessful.