Job summary
Endoscopy Booking Co-ordinator
Department: Endoscopy
Band 4
Hours: 28 hours all MKUH roles will be considered for flexible working
The successful applicants will ideally have previous experience working within the NHS or a healthcare setting in an administrative role. The role is to coordinate patient bookings, endoscopy theatre lists, waiting lists and Patient Tracking Lists (PTL) within Endoscopy. Experience of using Microsoft packages, E-care and patient administration systems would be advantageous but full training will be provided.
The successful applicants must be able to demonstrate good administrative and organisational skills, and attention to detail. The role requires clear and concise communication with patients, nursing and medical teams, customer service as well as the ability to multitask and prioritise different tasks.
The skills we are looking for are candidates who can build strong working relationships, analyse data, communication, ability to adapt, as well as exception IT skills. The experience we are looking for is that of managing waiting lists, booking, and arranging theatre lists or clinics, being organised, and both monitoring and understanding performance against wait list targets. More information on qualifications, skills and experience can be found in the person specification.
Interview date: 16 June 2025
Main duties of the job
The role is busy and fast-paced to meet the needs of the service, the successful applicants must always therefore be able to work well under pressure, remaining courteous and professional. The successful candidates must be flexible to the changing needs of the department and be able to navigate between several IT systems. They must enjoy working as part of a team and ideally have previous experience of working with the public.
This role can not be sponsored.
About us
This role is based within the Endoscopy Admissions Office at MKUH.
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Job description
Job responsibilities
Waiting List Management
Responsible for ensuring maximum use of all endoscopy lists, liaising with the team, to escalate when lists appear underutilised / over utilised.
Responsible for coordination of the waiting list validation process, ensuring the correct action is taken for patients who do not respond or who are not in a position to receive their treatment.
Follow Trust policies and protocols to maintain a booking process which embraces patient choice.
For complex admissions, ensure that diagnostic tests are arranged in consultation with clinical staff.
Data entry
To be competent and confident with all elective processes and outpatient processes.
Ability to add order, add waiting list, maintain waiting lists, remove, suspend, schedule, pull endoscopy reports, outpatient bookings in connection with endoscopy appointments.
To identify and be responsible for identifying problems with admin processes, follow the correct reporting process, share information with colleagues and assist colleagues with training and understanding of bookings.
Departmental Responsibilities
The post holder will have responsibility for the day-to-day management of waiting lists and their theatre / diagnostic diary and liaison regarding these with all personnel involved. (Consultant, nurse Endoscopists, endoscopy admin manager, Divisional managers, operations managers, bed managers, pre-assessment, Endoscopy suite, MDT coordinators)
To support with induction, training and development programmes for all new staff and staff from other areas that visit and receive training within the department
To provide advice and guidance to colleagues within the department and outside ensuring, in conjunction with the manager, that they develop professionally within their roles.
Please refer to the job description for further details.
Job description
Job responsibilities
Waiting List Management
Responsible for ensuring maximum use of all endoscopy lists, liaising with the team, to escalate when lists appear underutilised / over utilised.
Responsible for coordination of the waiting list validation process, ensuring the correct action is taken for patients who do not respond or who are not in a position to receive their treatment.
Follow Trust policies and protocols to maintain a booking process which embraces patient choice.
For complex admissions, ensure that diagnostic tests are arranged in consultation with clinical staff.
Data entry
To be competent and confident with all elective processes and outpatient processes.
Ability to add order, add waiting list, maintain waiting lists, remove, suspend, schedule, pull endoscopy reports, outpatient bookings in connection with endoscopy appointments.
To identify and be responsible for identifying problems with admin processes, follow the correct reporting process, share information with colleagues and assist colleagues with training and understanding of bookings.
Departmental Responsibilities
The post holder will have responsibility for the day-to-day management of waiting lists and their theatre / diagnostic diary and liaison regarding these with all personnel involved. (Consultant, nurse Endoscopists, endoscopy admin manager, Divisional managers, operations managers, bed managers, pre-assessment, Endoscopy suite, MDT coordinators)
To support with induction, training and development programmes for all new staff and staff from other areas that visit and receive training within the department
To provide advice and guidance to colleagues within the department and outside ensuring, in conjunction with the manager, that they develop professionally within their roles.
Please refer to the job description for further details.
Person Specification
Qualifications and knowledge
Essential
- Good general education including English minimum of 5 GCSE (Grade A to C) or equivalent.
- Strong IT skills in relation to Microsoft packages including word/excel to NVQ level 3.
Desirable
- Knowledge of validation of patient pathways.
- Knowledge of diagnostic patient pathways.
Experience
Essential
- Administration experience working within a clinical environment.
- Experience of using IT/Patient data Systems.
- Ability to accurately and efficiently input and retrieve information on a computerised system whilst adhering to complex local and national policies and guidelines.
- Experience of handling inbound and outbound telephone calls of a potentially sensitive nature.
Desirable
- Experience of using: eCare, Unisoft, Trust PTL & EDM
Skills
Essential
- Excellent communication skills both written and oral, including ability to relate to people.
- Experience or working in a team and developing effective working relationships with staff at all levels
- Ability to plan and prioritize own workload, giving attention to detail.
- Evidence of working under pressure to tight deadlines.
- Take responsibility for own actions, behaviours and achievement of work objectives and goals
Personal and people development
Essential
- Must be able to work as an integral member of a team.
Communication
Essential
- Approachable and calm manner.
- Experience handling phone calls from patients/members of the public.
- Good interpersonal skills (verbal and written)
Specific requirements
Essential
- Able to perform the duties of the post with reasonable aids and adaptations.
- Ability to work for long periods on a computer.
Person Specification
Qualifications and knowledge
Essential
- Good general education including English minimum of 5 GCSE (Grade A to C) or equivalent.
- Strong IT skills in relation to Microsoft packages including word/excel to NVQ level 3.
Desirable
- Knowledge of validation of patient pathways.
- Knowledge of diagnostic patient pathways.
Experience
Essential
- Administration experience working within a clinical environment.
- Experience of using IT/Patient data Systems.
- Ability to accurately and efficiently input and retrieve information on a computerised system whilst adhering to complex local and national policies and guidelines.
- Experience of handling inbound and outbound telephone calls of a potentially sensitive nature.
Desirable
- Experience of using: eCare, Unisoft, Trust PTL & EDM
Skills
Essential
- Excellent communication skills both written and oral, including ability to relate to people.
- Experience or working in a team and developing effective working relationships with staff at all levels
- Ability to plan and prioritize own workload, giving attention to detail.
- Evidence of working under pressure to tight deadlines.
- Take responsibility for own actions, behaviours and achievement of work objectives and goals
Personal and people development
Essential
- Must be able to work as an integral member of a team.
Communication
Essential
- Approachable and calm manner.
- Experience handling phone calls from patients/members of the public.
- Good interpersonal skills (verbal and written)
Specific requirements
Essential
- Able to perform the duties of the post with reasonable aids and adaptations.
- Ability to work for long periods on a computer.
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.
