Surgical Waiting List Coordinator - 30 hpw

Job overview

Closing Date:  03.06.25 (this may change dependent on response)

Shortlisting to take place after closing date:  commencing 04.06.25

Interview expected to take place in the week following shortlisting:  commencing 09.06.25

An exciting opportunity has arisen for a Surgical Waiting List Coordinator to join the Plastics team at BTHFT. The successful candidate will contribute to providing a high quality and efficient scheduling service for patients under the care of the Plastic Surgery Service.

The successful candidate will be expected to prioritise their own workload to ensure patients receive their surgical interventions within appropriate timescales according to their clinical need, national waiting list targets and the Trust’s Patient Access Policy, seeking reference from the B4 Senior Medical Secretaries and Admin Team Manager as required.

The successful candidate will work to defined working procedures to maximize effective use of theatre capacity and to help ensure the Trust meets local and national waiting time targets. A significant responsibility of the role is to accurately record information onto all NHS systems.

Main duties of the job

• Schedule patients in line with waiting list policies and the availability of appropriate clinical time and facilities/equipment. Select patients for admission from the waiting lists in conjunction with the clinical team. Liaise with the theatre team as necessary to book any specialist equipment required.
• Make booking arrangements with individual patients. Send all the relevant information (e.g., admission documentation, dietary advice) to patients in advance of their treatment. Ensure all preparatory steps have been carried out (e.g., pre-assessment, TCI booked onto TACC, documented on EPR)
• Cancel and restructure theatre lists, ensuring theatre sessions are utilized to capacity. Notify patients of any cancellations and offer alternative dates in line with Trust policy.
• Regularly validate elective inpatient waiting lists with the B4 Senior Medical Secretaries and Admin. Team Manager, to ensure waiting time targets are achieved.
• Participate in the weekly Theatre Scheduling Meeting to plan and discuss all theatre lists over a rolling 6-week basis.
• This is a new role, and the successful candidate will also have supervisory responsibility for the 2 full-time B2 administrators who support the theatre scheduling process.

Detailed job description and main responsibilities

IT skills are essential including knowledge of Microsoft packages. Medical secretarial experience is desirable but not essential, but you should have a secretarial or administrative background including dealing with the general public on a face-to-face basis and by telephone often around sensitive issues.

A high standard of communication and interpersonal skills with the ability to work with staff at all levels is essential to this post along with a strong team ethic; you must have enthusiasm, motivation and demonstrate pride in your work. A good knowledge of the NHS would also be advantageous