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Job overview
We are seeking an enthusiastic and motivated individual to join our busy team with Surgical Services. To provide comprehensive and confidential administrative and clerical activities to meet the needs of the service in accordance with Departmental, Trust and National standards, policies and procedures.
Please be advised sponsorship is not eligible for this post.
Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.
Main duties of the job
To undertake the role of waiting list co-ordinator for specialties within Surgical Services. To be responsible for the management, organisation and booking of the waiting list for departments within Surgical Services. This will include answering queries from patients, GPs and other hospital staff.
Detailed job description and main responsibilities
- To manage the Waiting List and book as appropriate, validating errors and monitoring trends. Monitor utilisation reports. To ensure wherever possible that all documentation is up-to-date, in an orderly fashion and available whenever decisions are being made, liaising with department and Trust staff to maintain an efficient record system, prompt transcription and distribution of correspondence in compliance with local/national targets.
- To ensure all routine and/or urgent appointments are effectively and successfully booked within a prompt timescale as appropriate and a proper record is maintained.
- Deal with all telephone calls relating to the outpatient appointment system, ensuring all calls are dealt with in a polite, pleasant and professional manner.
- To have a clear understanding of RTT and performance targets and utilise reports effectively.
- Use of hospital systems, including EPR, to effectively manage workload and RTT patient pathways.
- To maintain accurate and up to date internal computer systems and to retrieve and generate information to assist in the effective organisation of all patients/customers in accordance with local and national policies and targets.
- To maintain efficient office management system/procedures to enable the department/clinical team to optimise their customer/patient care by ensuring that the data entered onto the systems is accurate, complete and up-to-date, identifying issues and acting accordingly.
- Maintain confidentiality and discretion and comply with the terms of the Data Protection Act and local Trust policies at all times.
- Attend training courses as required to support personal development and the needs of the service
For further details of the role please see the attached job description.
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Person specification
Skills
Essential
- • Excellent organisational skills • Maintains a high level of accuracy • Excellent level of verbal and written communication. • Empathetic approach to resolving enquiries. • Ability to prioritise and organise own workload • Able to track information • Sound decision making skills. • Ability to demonstrate good persuasion and influencing skills. • Able to use judgement and initiative to provide information and support. • Able to apply tact and sensitivity to establish trust and confidence. • Confident in managing difficult and distressing situations effectively. • Ability to analyse problems and initiate appropriate solution effectively.
Knowledge
Essential
- • Thorough working knowledge of Microsoft Office packages i.e. Outlook, Word, Excel • Excellent understanding of general office working procedures
Desirable
- • Awareness of current issues within the NHS • Experience of NHS IT systems
Experience
Essential
- • Experience in the use of personal computers with the ability to learn new packages.
Desirable
- • Knowledge of capacity and utilisation reports Experience of outpatient booking using iPM • Managing outpatient waiting lists
Qualifications
Essential
- • ECDL or equivalent experience • NVQ2 in Administration or equivalent • Key Skills Level 2 in literacy or equivalent
Commitment to Trust Values and Behaviours
Essential
- • Must be able to demonstrate behaviours consistent with the Trust’s values. (As detailed in UHCW’s Values in Action document below) • Applicants applying for job roles with managerial responsibility will be required to demonstrate evidence of promoting equal opportunities through work experience
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Applying for this NHS job
This advert is for Waiting List Coordinator with University Hospitals Coventry and Warwickshire NHS Trust in University Hospitals Coventry and Warwickshire. It is listed as a Band 3 Administrative and IT role. The advertised salary is £25,760 - £27,476 per annum. The contract type is Permanent. The application deadline is 31 Aug 2026.
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