Job summary
Applications are invited for a Waiting List Officer within the General Surgery and Gastroenterology Directorate based at Prince Charles Hospital. This post is fixed term/secondment until March 2027 to cover maternity leave. If you are interested in applying for it as a secondment, please obtain permission from your current line manager prior to applying.
The successful candidate will join the Directorate Team and be responsible for the validation of RTT (Referral to Treatment) patient pathways, Single Cancer Pathways (SCP) and Follow up not booked (FUNB) patient lists.
The post holder will update WPAS system to reflect cancer performance, accurate patient pathways including the use of non WPAS events to stop or restart clocks, updating activity outcomes.
Welsh Skills Desirable: This post is advertised as Welsh Desirable. This doesn't mean essential; whilst the candidate doesn't need to have skills in Welsh, we'll consider it an advantage when short-listing and selecting candidates. This isn't 'fluency', just Speaking & Listening skills at Level 3 (equivalent to CEFR B2) or above. Level 3 means basic conversations with patients about their everyday health. For more information, see 'Welsh Language Guidance' in the documents right at the bottom.
Main duties of the job
Reviewing patient pathways and waiting list data, analysing and updating information in accordance with Referral to Treatment Time (RTT) Guidelines treatment times are measured accurately. Monitoring Directorate compliance with Single Cancer Pathway targets and escalate issues accordingly to the Clinical Service Team.
Identify any shortfalls in capacity with and of the USC, Urgent, Routine and Surveillance waiting lists and escalate to Service Manager and Operational Support Manager's Assist the Clinical Service Team.
Monitor FUNB position across the directorate, provide snapshot reports as and when required.
About us
Cwm Taf Morgannwg (CTM) University Health Board, part of NHS Wales, serves a large population across a diverse and beautiful region, steeped in history and heritage. With nearly 13,500 staff, our health board is one of Wales's largest employers.
Together, we are Team CTM; a workforce dedicated to offering excellent patient care and support to the 450,000 people across our three regions, Bridgend, Merthyr Tydfil, and Rhondda Cynon Taf. We operate three District General hospitals, several community hospitals, primary and community care facilities.
CTM's location offers the best of South Wales, just 20 minutes from Cardiff's vibrant city life, the natural beauty of the Brecon Beacons, and the serene coastline at Ogmore. Whether you enjoy lively urban amenities, peaceful countryside, or seaside escapes, our location makes an ideal setting for both work and personal life.
Our CTM 2030 Strategy--Our Health, Our Future--focuses on uniting our region around shared health and wellbeing goals. Our values guide us daily:
o We listen, learn, and improve
o We treat everyone with respect
o We work together as one team
CTM employees enjoy benefits including; a leading pension, generous leave, flexible work, career growth, and access to ongoing learning and development.
At CTM, you'll find a welcoming, team-oriented workplace that values diversity and compassion, where you can take pride in your work and the difference it makes.
Job description
Job responsibilities
Working with the Clinical Service Team to select patients for outsourcing, based on waiting times and agreed parameters e.g. case mix, patients suitability.
Contacting patients to offer appointment and obtain availability for their care to be outsourced.
Plan and undertaking regular, routine validation of waiting lists to ensure data quality.
Utilising the Patient Administration System (WPAS) to process, transmit and store patient information which will require advanced keyboard skills.
Having a personal duty of care for any UHB equipment used throughout the course of their duty.
Ensuring accurate records are held of all patients being outsourced, review clinics, validation etc. and stored in accordance with UHB policies and procedures.
Job description
Job responsibilities
Working with the Clinical Service Team to select patients for outsourcing, based on waiting times and agreed parameters e.g. case mix, patients suitability.
Contacting patients to offer appointment and obtain availability for their care to be outsourced.
Plan and undertaking regular, routine validation of waiting lists to ensure data quality.
Utilising the Patient Administration System (WPAS) to process, transmit and store patient information which will require advanced keyboard skills.
Having a personal duty of care for any UHB equipment used throughout the course of their duty.
Ensuring accurate records are held of all patients being outsourced, review clinics, validation etc. and stored in accordance with UHB policies and procedures.
Person Specification
Qualifications and/or knowledge
Essential
- NVQ Level 3 in a relevant subject, or possess skills, knowledge and experience to equivalency. Plus In depth Knowledge of clinical pathways and medical terminology.
- Knowledge of Patient Administration System (WPAS). Knowledge and good understanding of RTT Guidelines and Pathway Management.
Desirable
- NVQ level 3 Business and Administration.
Experience
Essential
- Experience of working as a secretary or similar medical administrative role. Experience of patient pathway management. Including outcomes from activity, including updating WPAS outcomes for appointments and application of non WPAS events.
- Experience of WPAS inpatient/day case waiting list modules. Experience of WCP.
Desirable
- Experience of using RADIS
Aptitude, Abilities and Skills
Essential
- Good organisational and time management skills. Working to tight deadlines, able to determine priorities Deal with enquiries from patients and their carers using tact and diplomacy.
- Able to adapt to changing priorities, with frequent interruptions. Must be able to work alone or as part of a team. Advanced keyboard skills.
Desirable
- Welsh Language Skills (Level 3 and above/B1) are Desirable for this Role.
Personal Qualities
Essential
- Excellent communication and telephone skills. Ability to deal with staff at all levels.
- Confidential. Diplomatic. Reliable and flexible to the service.
Person Specification
Qualifications and/or knowledge
Essential
- NVQ Level 3 in a relevant subject, or possess skills, knowledge and experience to equivalency. Plus In depth Knowledge of clinical pathways and medical terminology.
- Knowledge of Patient Administration System (WPAS). Knowledge and good understanding of RTT Guidelines and Pathway Management.
Desirable
- NVQ level 3 Business and Administration.
Experience
Essential
- Experience of working as a secretary or similar medical administrative role. Experience of patient pathway management. Including outcomes from activity, including updating WPAS outcomes for appointments and application of non WPAS events.
- Experience of WPAS inpatient/day case waiting list modules. Experience of WCP.
Desirable
- Experience of using RADIS
Aptitude, Abilities and Skills
Essential
- Good organisational and time management skills. Working to tight deadlines, able to determine priorities Deal with enquiries from patients and their carers using tact and diplomacy.
- Able to adapt to changing priorities, with frequent interruptions. Must be able to work alone or as part of a team. Advanced keyboard skills.
Desirable
- Welsh Language Skills (Level 3 and above/B1) are Desirable for this Role.
Personal Qualities
Essential
- Excellent communication and telephone skills. Ability to deal with staff at all levels.
- Confidential. Diplomatic. Reliable and flexible to the service.
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).
