Waiting List Administrator

Job overview

We currently have a vacancy for a full time Waiting List Administrator working in our expanding Endoscopy Unit which covers City Campus, Treatment Centre and QMC Campus working 37.5 hours per week over 7 days Monday to Sunday between the hours of 8am – 8pm on a rota basis.It is anticipated that you will primarily work at the City Campus but may be required on occasion if needed to cover shifts at one of our other endoscopy units at The Treatment Centre and QMC.

Endoscopy is a busy and fast paced department and while working as part of the whole team you will need to have the capability to prioritise your own workload, be confident, flexible and adaptable to varying situations in this busy environment

You will also be responsible for booking patients onto the correct waiting list within the appropriate time frame and other administrative duties which include covering our busy front facing reception area.

Main duties of the job

You will be a conscientious and enthusiastic team player with excellent organisational and communication skills with a sound administrative background.

You will need to be able to demonstrate a clear understanding of confidentiality issues, be well motivated and reliable. You will be able to understand and accurately convey verbal and written information and be able to remain calm under pressure. The ability to manage your time and prioritise your workload whilst remaining patient focused is essential as well as an excellent telephone manner.

You will be responsible for welcoming patients to the Endoscopy Unit covering reception duties, listing patients onto the appropriate waiting list and then contacting patients to book them an appointment within the correct timescale alongside other administrative duties. Knowledge of cancer pathway targets would be an advantage.

Working for our organisation

This is a busy and fast paced department where no two days are the same. It’s challenging but rewarding work!

Please ensure you read the person specification and job description attached to this role, your application should cover examples covering all of the essential skills.

Detailed job description and main responsibilities

• Responsible for adding/removing patients to the NUH waiting list and co-ordinating/booking their admission to hospital, using hospital IT systems e.g. Medway PAS
• Working to agreed protocols to negotiate patient admissions for inpatient and day surgery procedures and minor procedure treatments.
• Ensure all relevant patient information is recorded on the Trust’s IT systems and updated accordingly in line with Trust Access Policy and Procedures
• Act as the first point of contact within the Trust for patients who have enquiries regarding admission details and waiting list queries, either by email,, phone or face to face.
• Ensure adherence to the Trust Waiting List Policy with regard to National and Trust Targets for waiting times
• Provide non-clinical advice regarding hospital admission to patients seeking further advice from the Consultants or lead nurses as required
• Be responsible for identifying potential breaches against Trust waiting list targets, and taking timely and appropriate action to avoid the breach, including 28 day target for cancelled ops.
• Liaise with clinical staff to ensure the availability of any specialist equipment as required.
• Ensure any patients who have not responded to letters, or do not attend pre-operative assessment clinics are contacted in line with the Trust Waiting List Policy.
• Work flexibly and provide cross cover for colleagues in the Directorate.
• Undertake any other duties and responsibilities, which may reasonably be required.
• Deputise for the Waiting List Co-ordinator where appropriate