Job summary
We currently have a post for a Full-time Waiting List Administrator working in our expanding Endoscopy service which covers City Campus, Treatment Centre and QMC Campus.
Working full-time 37.5 hours per week across Monday to Sunday between the hours of 7.30am - 20.00pm on a flexible fair share rota basis.
Endoscopy is a busy and fast paced department and while working as part of the whole team you will need to have the capability to prioritise your own workload, be confident, flexible and adaptable to varying situations in this busy environment
You will also be responsible forbooking patients onto the correct waiting list within the appropriate time frame and otheradministrative duties which include covering our busy front facing reception area.
Main duties of the job
You will be a conscientious and enthusiastic team player with excellent organisational and communication skills with a soundadministrative background.
You will need to be able to demonstrate a clear understanding of confidentiality issues, be well motivated and reliable. You will be able to understand and accurately convey verbal and written information and be able to remain calm under pressure. The ability to manage your time and prioritise your workload whilst remaining patient focused is essential as well as an excellent telephone manner.
You will be responsible for welcoming patients to the Endoscopy Unit covering reception duties, listing patients onto the appropriate waiting list and then contacting patients to book them an appointment within the correct timescale alongside other administrative duties. Knowledge of cancer pathway targets would be an advantage.
About us
This is a busy and fast paced department where no two days are the same. It's challenging but rewarding work!
Please ensure you read the person specification and job description attached to this role, your application shouldcover examples covering all of the essential skills.
Job description
Job responsibilities
Responsible for adding/removing patients to the NUH waiting list and co-ordinating/booking their admission to hospital, using hospital IT systems e.g. Medway PAS
Working to agreed protocols to negotiate patient admissions for inpatient and day surgery procedures and minor procedure treatments.
Ensure all relevant patient information is recorded on the Trusts IT systems and updated accordingly in line with Trust Access Policy and Procedures
Act as the first point of contact within the Trust for patients who have enquiries regarding admission details and waiting list queries, either by email,, phone or face to face.
Ensure adherence to the Trust Waiting List Policy with regard to National and Trust Targets for waiting times
Provide non-clinical advice regarding hospital admission to patients seeking further advice from the Consultants or lead nurses as required
Be responsible for identifying potential breaches against Trust waiting list targets, and taking timely and appropriate action to avoid the breach, including 28 day target for cancelled ops.
Liaise with clinical staff to ensure the availability of any specialist equipment as required.
Ensure any patients who have not responded to letters, or do not attend pre-operative assessment clinics are contacted in line with the Trust Waiting List Policy.
Work flexibly and provide cross cover for colleagues in the Directorate.
Undertake any other duties and responsibilities, which may reasonably be required.
Deputise for the Waiting List Co-ordinator where appropriate
Job description
Job responsibilities
Responsible for adding/removing patients to the NUH waiting list and co-ordinating/booking their admission to hospital, using hospital IT systems e.g. Medway PAS
Working to agreed protocols to negotiate patient admissions for inpatient and day surgery procedures and minor procedure treatments.
Ensure all relevant patient information is recorded on the Trusts IT systems and updated accordingly in line with Trust Access Policy and Procedures
Act as the first point of contact within the Trust for patients who have enquiries regarding admission details and waiting list queries, either by email,, phone or face to face.
Ensure adherence to the Trust Waiting List Policy with regard to National and Trust Targets for waiting times
Provide non-clinical advice regarding hospital admission to patients seeking further advice from the Consultants or lead nurses as required
Be responsible for identifying potential breaches against Trust waiting list targets, and taking timely and appropriate action to avoid the breach, including 28 day target for cancelled ops.
Liaise with clinical staff to ensure the availability of any specialist equipment as required.
Ensure any patients who have not responded to letters, or do not attend pre-operative assessment clinics are contacted in line with the Trust Waiting List Policy.
Work flexibly and provide cross cover for colleagues in the Directorate.
Undertake any other duties and responsibilities, which may reasonably be required.
Deputise for the Waiting List Co-ordinator where appropriate
Person Specification
Training & Qualifications
Essential
- GCSE Level or equivalent in Maths/English Grades A-C
- Able to use Microsoft Office
Desirable
- NVQ level 2/3 Buisness Admin
Experience
Essential
- Demonstrate knowledge of waiting list processes
Desirable
- Recent past NHS experience
- Knowledge of waiting list processes
Communication
Essential
- Ability to develop good working relationships at all levels in a hospital environment
- Ability to deal tactfully with a wide range of people including patients
- Ability to priorities work and use initiative
Judgement skills
Essential
- Able to use judgement to make decisions in order to solve problems / enquiries escalating as appropriate to the Waiting List Co-ordinator
Person Specification
Training & Qualifications
Essential
- GCSE Level or equivalent in Maths/English Grades A-C
- Able to use Microsoft Office
Desirable
- NVQ level 2/3 Buisness Admin
Experience
Essential
- Demonstrate knowledge of waiting list processes
Desirable
- Recent past NHS experience
- Knowledge of waiting list processes
Communication
Essential
- Ability to develop good working relationships at all levels in a hospital environment
- Ability to deal tactfully with a wide range of people including patients
- Ability to priorities work and use initiative
Judgement skills
Essential
- Able to use judgement to make decisions in order to solve problems / enquiries escalating as appropriate to the Waiting List Co-ordinator
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).