Job summary
- Main area
- Admissions Manager
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 159-LWH-35-26
- Employer
- Liverpool Women's NHS Foundation Trust
- Employer type
- NHS
- Site
- Liverpool Women's Hospital
- Town
- Liverpool
- Salary
- £24,937 - £26,598 per annum
- Salary period
- Yearly
- Closing
- 14/04/2026 23:59
Employer heading
Admissions Co-Ordinator
Band 3
Liverpool Women’s NHS FT became part of NHS University Hospitals of Liverpool Group (UHLG) in November 2024, following the coming together with Liverpool University Hospitals NHS FT. UHLG was born from a shared aim to improve the care we provide to our patients.
UHLG is one of the largest employers in the region, with over 16,800 colleagues who are dedicated to caring for our communities - from birth and beyond. For the 630,000 people across Merseyside, UHLG is also their local NHS, providing general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.
At Liverpool Women’s Hospital, each year we deliver approximately 7,500 babies, carry out around 50,000 gynaecological inpatient and outpatient procedures, care for over 1,000 poorly and premature newborns, perform around 1,000 IVF cycles, and conduct over 4,000 genetic appointments.
We believe that this, along with a strong dedication to research and innovation, makes us the specialist health provider of choice in Europe for women, babies and families.
Liverpool Women’s has an excellent reputation and is a centre of excellence. It is an exciting environment to work in and a great place to develop your career for many years to come.
We invite you to review why Liverpool Women's Hospital is a great place to work: https://vimeo.com/556197652
We reserve the right to close any vacancies from further applications when we have received sufficient applications from which to make a shortlist. Please ensure you apply without delay if you wish to be considered for this role.
Job overview
An exciting opportunity has arisen to join the Admissions Team at Liverpool Women’s Hospital as an Ambulatory Coordinator.
This is a permanent, full-time post of 37.5 hrs per week.
The post holder will be required to demonstrate excellent communication and interpersonal skills, with the ability to communicate effectively with patients and staff at all levels, including senior managers and clinicians. The role will involve identifying capacity and demand issues within the designated sub-specialty and working collaboratively to support the development and implementation of solutions to address these challenges.
Main duties of the job
To take full responsibility for the management of consultant clinic diaries, utilising a comprehensive understanding of theatre and ambulatory capacity, including the prioritisation of patients in line with waiting time targets and clinical urgency.
To support the Admissions Manager and wider team in the management of complex theatre and ambulatory appointments, including the handling of complaints and PALS enquiries.
To undertake detailed analysis of Patient Tracking List (PTL) data to ensure patients are scheduled appropriately and in the correct order, and to carry out data quality reviews, taking corrective action where required.
To maintain and update clinicians’ theatre lists following clinical review, ensuring urgent patients are prioritised and that national and government waiting time targets for routine patients are achieved. To proactively identify and escalate, in a timely manner, any potential risks that may result in breaches of patient waiting time targets.
Working for our organisation
Liverpool Women’s NHS Foundation Trust delivers the highest standards of care for women, babies and families. Each year we deliver over 7,500 babies, carry out over 49,000 gynaecological inpatient and outpatient procedures, care for over 1,000 poorly & preterm newborns, perform around 1,000 IVF cycles and have over 4,000 genetic appointments taking place. We believe that this along with a strong dedication to research & innovation makes us the specialist health provider of choice in Europe for women, babies and families.
We have some of the leading experts in their field, which has been showcased on national TV and news, making our teams famous across the world for professionalism, skill & compassion.
The Trust is constantly innovating and evolving it’s services to provide the most cutting edge and modern care possible. As well as developing services on our current site we have long-term aspirations for the future. We have recently launched a number of new strategies which provide a detailed long-term plan for our services.
Check out why Liverpool Women’s NHS Foundation Trust is a great place to work using the links below:
Video: https://vimeo.com/556197652
Online brochure: https://www.liverpoolwomens.nhs.uk/media/4121/recruitment-pack-great-place-to-work-16pp-v4-final.pdf
Detailed job description and main responsibilities
To undertake analysis of Patient Tracking List (PTL) data to ensure the appropriate scheduling of patients and clinics in the correct order, carrying out data quality reviews and taking corrective action where required.
To prioritise urgent patients and ensure that national and government waiting time targets for routine patients are met. To identify and escalate promptly any potential conflicts that may result in breaches of patient waiting time targets.
To ensure that all theatre, ambulatory and pre-operative appointment capacity is fully utilised.
To arrange interpreter services where required and maintain accurate records of all such bookings for future reference.
To remain aware of, and respond appropriately to, changes in Trust policies, procedures and operating systems.
To identify the requirement for cover during periods of annual leave and, where necessary, arrange alternative cover or cancel theatre sessions accordingly.
To provide clinicians with details of patients who fail to attend (DNA) or repeatedly cancel appointments, to enable clinical review and consideration of discharge where appropriate.
To demonstrate comprehensive knowledge of theatre scheduling and to liaise effectively to book patients into theatre and ambulatory appointments, including the production of correspondence and the cancellation and rebooking of appointments as required.
To provide advice and information regarding procedures, appointments and clinic arrangements to staff within the division and service.
To manage systems for the accurate filing and retrieval of paper referral information, ensuring records can be accessed promptly when required.
To deal with high volumes of daily enquiries from patients, including those who may be anxious, have language barriers or communication difficulties, as well as enquiries from GPs and Trust staff, in a courteous, professional and empathetic manner.
To ensure referrals are organised for clinical triage in a timely and efficient manner.
In exceptional circumstances, to undertake any other duties commensurate with the post holder’s grade, experience and job title, as required by the service.
To demonstrate an understanding of Referral to Treatment (RTT) pathways from registration through to treatment and aftercare.
To maintain a professional attitude at all times and act as a role model in the capacity of a senior administrative clerk within the Admissions Department, supporting the training and development of newly recruited staff.
To manage inpatient waiting lists, ensuring bookings are made in a timely and appropriate manner, resolving issues where possible and escalating where necessary.
To ensure appropriate management of patients who do not attend appointments in accordance with the Patient Access Policy.
To be conversant with all functions within the Admissions Department in order to provide effective cover during periods of staff absence.
To ensure that national, Trust and departmental policies and procedures are fully understood and adhered to.
To contribute to the introduction and implementation of new IT systems and other modernisation initiatives.
To contribute to the development, review and implementation of Standard Operating Procedures (SOPs
Person specification
Qualifications & Learning
Essential criteria
- 5 GCSE’s or equivalent
- NVQ 3 in customer care and business administration or equivalent experience in a clerical role
Desirable criteria
- Leadership qualification
- ECDL
- NVQ 3 in customer care and business administration or equivalent experience in a clerical role
Skills, Knowledge & Aptitudes
Essential criteria
- Knowledge of administrative and management procedures and practices.
- Knowledge of MS Office, Excel and basic keyboard skills
- Excellent communication skills, both verbal and written
- Good communication and interpersonal skills at all levels.
- Ability to work as part of a team
- Knowledge of specialist medical terminology
- An efficient and methodical approach to the maintenance of waiting lists, statistics and admissions diaries.
Desirable criteria
- Experience of Meditech
- Understanding of Trust policies and NHS agenda
- Knowledge of the Trust’s rules regarding confidentiality
Personal Attributes
Essential criteria
- Good time management skills
- Good organisational skills
- Able to maintain a professional approach when working under pressure
- Be able to maintain confidentiality
Desirable criteria
- Ability to work flexibly
- Assertive
- Self-motivated and enthusiastic
Employer certification / accreditation badges
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Jeanette Jones
- Job title
- Admissions Manager
- Email address
- [email protected]
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