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Job summary

Main area
Band 4
  • Part time
  • Flexible working
16 hours per week
Job ref
Nottingham University Hospitals NHS Trust
Employer type
City campus
£25,147 - £27,596 per annum pro rota
Salary period
21/07/2024 23:59

Employer heading

Nottingham University Hospitals NHS Trust logo

Waiting List Co-ordinator

Band 4

Job overview

This is an exciting opportunity to join the Cardiology Department within Trent Cardiac Centre at Nottingham City Hospital

We are looking to appoint a part-time Waiting List Coordinator on a permanent contract. 

The post is 16 hours per week.

The successful candidate will ideally have experience in managing patient waiting lists and team co-ordination.

You will be a conscientious and enthusiastic team player, with excellent organisational and communication skills.

You will need to be able to demonstrate a clear understanding of patient confidentiality and be able to remain calm under pressure.

You will be joining a small team of established Waiting list Co-Ordinators and nurse schedulers based within the Cardiology Department.

NUH has a set of values and behaviours to improve the experience for our patients and our staff.   

This means that in undertaking this role the post holder is expected at all times to behave is a way that demonstrates commitment to the delivery of thoughtful patient care and continuous improvement.

Main duties of the job

Responsible for adding/removing patients to the NUH waiting list and co-ordinating/booking admission to hospital, using hospital IT systems, e.g. Careflow, TOMCAT, Webhiss, Bluespier and Notis.  

Responsible for  maintaining accurate records to ensure all Daycase procedures are outcome and completed on Careflow and TOMCAT, in line with Trust Access Policy.

Working to agreed protocols to negotiate patient admissions for elective daycase and inpatient procedures.

Provide non-clinical advice regarding preparation for procedure and seeking further advice from the Consultants or lead nurses as required.

Work flexibly and provide cross cover for colleagues within the office 

Telephone calls inbound/outbound relating to patients specific care, in a confidential manner. 

Undertake any other duties and responsibilities, which may reasonably be required. 

Participate in team, professional and personal development activities.


Working for our organisation

With over 19,000 staff, we are one of the biggest employers in the city with a central role in supporting the health and wellbeing of our local population. We play a leading role in research, education and innovation.

Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at NUH we will endeavour to turn your job into a career! 

We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.


Detailed job description and main responsibilities

In addition to the brief list above you must familiarise yourself with the full job description and person specification attached to this advert prior to applying. 

Person specification


Essential criteria
  • Proven clerical experience
  • Experience of working to deadlines
  • Knowledge and experience of NHS systems, including Careflow, DHR and WebHiss/Notis
  • A thorough understanding and a practical ability to implement the Trust Waiting List Policy and Procedures
  • Experience of Microsoft Outlook, Word and Excel
  • Experience of working to deadlines
  • Possess a thorough understanding of the patient focused care, concept and customer expectations
  • Experience of resource management skills
Desirable criteria
  • Knowledge of medical terminology
  • Experience working with multi-disciplinary team
  • Demonstrate knowledge of waiting list management within the NHS
  • Experience in managing change

Analytical and Judgement

Essential criteria
  • Use of one or more the following words in application form - judgement/decision making skills, self motivation, initiative
Desirable criteria
  • Demonstrate knowledge of waiting list management


Essential criteria
  • Able to present information clearly and effectively
  • good use of grammar in the application form
  • The ability to deal with conflict in a diplomatic and tactful manner
  • Must be able to provide advice to staff on the practical application of guidelines and policies
  • Must be able to handle distressed or aggressive patients, carers or visitors
  • Must be able to communicate with a wide range of healthcare professionals at different levels of seniority

Training & Qualifications

Essential criteria
  • GSCE Grade C (new grade 4) or equivalent including English and Maths
  • Good IT and keyboard skills
  • Evidence of commitment to continued learning or improvement through attendances at courses.
  • Good command of the English language – both written and spoken
Desirable criteria
  • NVQ 3 in Business Administration or equivalent.

Analytical and Judgement skills

Essential criteria
  • Ability to recognise and advise senior managers on operational issues affecting waiting lists, theatre schedules and capacity
  • Able to suggest solutions to waiting list issues
  • Displays initiative
  • Uses resources cost effectively
  • Must have a full understanding of the Data Protection Act 1998 and be fully conversant with patient confidentiality

Planning and organisation skills

Essential criteria
  • Demonstrates an ability to organise own work schedule
  • Ability to multi-task
  • Consistently works to a high standard
  • Works within prescribed deadlines
Desirable criteria
  • Demonstrates an understanding of financial implications within theatre utilisation/scheduling

Physical skills

Essential criteria
  • Good IT skills
  • Prolonged sitting at a keyboard
  • Prolonged use of the telephone
Desirable criteria
  • Remains calm and co-operative under pressure or in difficult and uncertain situations
  • Must be able to concentrate for long periods of time, whilst constantly interrupted by telephone calls and face-to-face queries
  • Demonstrates enthusiasm and a conscientious approach to work

Employer certification / accreditation badges

Trust IDApprenticeships logoNo smoking policyAge positiveDisability confident leaderadded for NUHArmed Forces Covenant Gold AwardMindful employer.  Being positive about mental health.NHS Rainbow badge

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.

Documents to download

Apply online now

Further details / informal visits contact

Melissa Parsons
Job title
Service Manager
Email address
[email protected]
Telephone number
Additional information

Hayley Brown

 Deputy Service Manager

Heart Services

Medicine Division

01159691169 ext 73650

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