Job summary
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 description
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.
Job description
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
Essential
- 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
Essential
- 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)
Desirable
- 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
Essential
- Clear understanding of patient confidentiality.
Desirable
Special Skills & Aptitude
Essential
- Excellent communication skills
- 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
- Accurate keyboard skills
- Knowledge of NHS waiting time targets
Desirable
- Demonstrate a tactful understanding when dealing with a variety of patient and staff situations
Person Specification
Qualifications
Essential
- 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
Essential
- 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)
Desirable
- 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
Essential
- Clear understanding of patient confidentiality.
Desirable
Special Skills & Aptitude
Essential
- Excellent communication skills
- 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
- Accurate keyboard skills
- Knowledge of NHS waiting time targets
Desirable
- 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.
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).
