Waiting List & Theatre Scheduling Assistant

Cardiff and Vale University Health Board; Bedford, Luton; On-site; GBP 22,000 - 28,000; Full time

Job summary

Bedfordshire Hospitals NHS Foundation Trust is seeking a Waiting List Administrator to support the Waiting List Coordinator. You will manage waiting and theatre lists, input data into ICE and PAS systems, and act as the main contact for patients and staff.

The role requires accurate data entry, handling calls and emails, and coordinating with clinicians and admin teams to optimise waiting list management and patient flow.

Qualifications

• Educated to GCSE level including English and maths or equivalent.
• Recent experience working within an NHS administrate environment following set standards and procedures.
• Ability to communicate professionally and effectively at all times -by telephone, in writing or face to face.
• Ability to work as part of a team.
• Previous experience in a waiting list office.
• strong customer service skills.
• maintain accuracy and attention to detail and a high level of concentration.
• Knowledge of medical terminology.
• Demonstrates time management skills.
• demonstrates a flexible approach to work.
• resilience to work place pressure - ability to prioritise and meet deadlines.

Responsibilities

• Assist Waiting List coordinator using ICE and Trust PAS systems to create accurate waiting list entries.
• Review ETCI requests to form accurate waiting list entries with surgeon, specialty, priority, list name and other fields.
• Enter waiting list codes and essential comments to support management of patients (e.g., weekend operating, combined lists).
• Maintain theatre lists using Patient Tracking List and Waiting list data, ensuring timely updates and reasonable notice.
• Offer admission dates to patients on the elective waiting list based on clinical priority and wait time in line with policy.
• Inform patients of correct fasting instructions and ensure correspondence is printed and posted daily.
• Notify or negotiate with patients regarding admission dates and complete necessary documentation.
• Manage cancellations and re-arrangements to maximise elective capacity.
• Arrange interpreters for pre-operative checks when required.
• Develop relationships with consultants, service managers and clinical teams for waiting list management.
• Coordinate with Outpatients, Wards and Theatres to maintain effective communication.

Skills

Customer service

Communication skills

Time management

Attention to detail

Resilience

Empathy

Education

GCSE English & Maths

Tools

IPM

ICE packages

Job description

Bedfordshire Hospitals NHS Foundation Trust is seeking a Waiting List Administrator to support the Waiting List Coordinator. You will manage waiting and theatre lists, input data into ICE and PAS systems, and act as the main contact for patients and staff.

The role requires accurate data entry, handling calls and emails, and coordinating with clinicians and admin teams to optimise waiting list management and patient flow.