Job summary
- Main area
- Endoscopy
- Grade
- NHS AfC: Band 4
- Contract
- There is one permanent and one 12 month fixed term post available. The fixed term post may be extended but this is dependant on external funding. All existing NHS staff will only be considered on a secondment basis.
- Hours
- Full time - 37.5 hours per week
- Job ref
- 190-1129-DIR-S
- Employer
- Sheffield Teaching Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- Northern General Hospital
- Town
- Sheffield
- Salary
- £27,485 - £30,162 per annum
- Salary period
- Yearly
- Closing
- 14/12/2025 23:59
- Interview date
- 22/12/2025
Employer heading
Assistant Endoscopy Scheduler
NHS AfC: Band 4
We are committed to helping our staff balance their work and home lives and ensure they feel supported, valued and appreciated so whilst you care for our patients and clients, we’ll take care of you. We offer many different ways of helping staff including career development opportunities, flexible working, good annual leave and pension schemes , health and wellbeing packages and financial support systems. Joining the Trust also allows you access to a number of saving options via our salary sacrifice schemes and a wide range of discount opportunities with retailers and service providers.
Job overview
To support the Endoscopy department with daily administration service coordination, this involves focusing on utilization, service targets and patient management. This role will also provide administrative duties for the Sheffield Endoscopy Training Centre supporting, communicating and organising the logistics of endoscopy training amongst the various stakeholders and stakeholder organisations. The post holder will work collaboratively faculty, delegates, and other external contact outside of the Trust to provide a coordinated and seamless service.
Main duties of the job
Ensure staff book patients in within the national 18 week RTT
Utilise the full range of Information systems (Connect, Infoflex, ERS, EDMS, IBD Database, ICE)
Work collaboratively with the Endoscopy team, providing cross-cover when necessary
General organisation/monitoring of the waiting list/appointment system
Work closely with Consultants/nursing staff to co-ordinate scheduling of endoscopy suite cases
Work with the Operational/Service Manager to ensure activity and waiting list targets are delivered, help to maximise activity through reducing DNA’s and cancelled activity
Provide activity/waiting list information as required
Work with the Operational/Service Manager to develop improved policies and processes regarding urgent appointments, direct access, and inpatient bookings
Problem solve any issues associated with patient bookings and lists as necessary, ensuring wherever possible, that all available capacity is utilised
Organise and plan multiple courses/events each year, liaising with external candidates and organising faculty
Secure appropriate faculty/examiners, ensuring activity is planned in advance
Handle communications with delegates to advise and/or book places onto training courses/exams
Contact delegates with the required information to gain a Letter of Authority to Practice
Supplying delegates with an invoice and chase any unpaid invoices
Liaising with external agencies with regards to promotion and obtaining sponsorship
Populating courses on the JETs website
Working for our organisation
You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.
There is 1 permanent and 1 fixed term post on this vacancy.
One post on this vacancy is advertised on a fixed term contract basis for a period of 12 months due to the post being externally funded. The fixed term contract status of the post holder will be reviewed in accordance with the Trust's legal obligations regarding fixed term contracts taking into consideration the ongoing source of the external funding and the requirement for the post to be maintained.
Please also note any secondment must first be agreed with your current line manager.
Detailed job description and main responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
When completing your application please ensure that you clearly demonstrate how you meet the role criteria.
Person specification
Education and Qualifications
Essential criteria
- Educated to GCSE standard (or equivalent); to include Maths and English at grade C or above
- NVQ 4 or similar qualification/ relevant experience in administration and business
- Evidence of continuing personal development
Desirable criteria
- ECDL qualification or equivalent
Experience
Essential criteria
- Experience with Endoscopy systems such as Connect, Infoflex etc.
- An awareness of and an ability to work with differing stakeholder organisations to deliver a service
- Experience of interpreting complex data and production of high quality performance reports using spreadsheets and graphical presentation
- Experience of using virtual platforms such as Microsoft Teams
- Awareness of inspection and accreditation processes relevant to the service
- Experience of Health Service administration or experience within comparable sector
- Previous experience of working within a multidisciplinary team
- Advanced knowledge of Microsoft Excel/Experience of data entry to databases
- Good level of all round IT literacy
- Experience of clerical duties
- Ability to adapt to changes in practices, policies, and procedures
- Experience with servicing meetings, preparing and circulating agendas and minutes
Desirable criteria
- Has administered an educational program within the NHS
- Has administered within endoscopy and is familiar with its management and structure
- Knowledge of national and local performance standards and contemporary healthcare issues linked to the service
- Medical terminology course
Skills and Knowledge
Essential criteria
- Excellent communication, negotiation and interpersonal skills
- Good organisational, time management skills and problem solving abilities
- Numerate and analytical skills and the ability to present complex data, with excellent report writing skills
- Ability to work under pressure and deliver results
- Innovative, enthusiastic and motivated in approach to work with the ability to motivate a team
- The ability to prioritise and deliver to short deadline, organising and managing own work schedule
- Ability to organise courses/events with several candidates and faculty
- Be able to work independently with limited supervision
- Be responsible for delivering work to deadlines and to a good standard
- Demonstrate a clear understanding for the need to maintain patient confidentiality and data handling.
- Ability to develop Standard Operating Procedures (SOPS) for organising courses/exams
- Ability to develop reports, agendas and timetables for courses and events using relevant IT software
Desirable criteria
- Experience in dealing with audits / minimum data sets.
Personal Qualities
Essential criteria
- Flexible to suit the service including evening and weekend working
- Reliable
- Positive attitude
- Ability to work with minimal supervision
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
Further details / informal visits contact
- Name
- Joanne Taylor
- Job title
- Endoscopy Service Coordinator
- Email address
- [email protected]
- Telephone number
- 01143052208
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