Job summary
- Main area
- OGN
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Part time - 25 hours per week
- Job ref
- 190-1070-DIR-SP-A
- Employer
- Sheffield Teaching Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- Jessop Wing Hospital
- Town
- Sheffield
- Salary
- £24,937 - £26,598 pa
- Salary period
- Yearly
- Closing
- 31/12/2025 23:59
Employer heading
Waiting List Coordinator
NHS AfC: Band 3
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
Are you highly organised, detail-oriented, and ready to play a key role in supporting safe and efficient maternity and gynaecology care?
We are seeking a proactive Waiting List Coordinator to join our busy Women's Health team. In this vital role, you will be responsible for managing inpatient waiting lists for Gynaecology elective admissions, Obstetric elective caesarean sections, and Inductions of labour. You’ll work closely with clinical teams to ensure patients are booked appropriately, efficiently, and in line with clinical urgency, patient choice, and national performance targets.
Using our electronic patient record, you will ensure accurate booking, tracking, and reporting of admissions, theatre lists, and pre-operative processes. The role involves close liaison with multidisciplinary teams to maximise theatre utilisation and avoid delays that could impact patient outcomes.
If you're someone who thrives in a fast-paced environment, values patient safety, and enjoys working collaboratively with clinical and admin colleagues, we’d love to hear from you.
Main duties of the job
- Manage inpatient waiting lists for Gynaecology elective admissions, Obstetric caesarean sections, and Inductions of labour.
- Book procedures in line with clinical urgency, patient choice, and national/local waiting time targets.
- Schedule pre-operative assessments and liaise with patients to confirm admission details.
- Coordinate with clinical teams and MDTs to ensure appropriate and timely bookings.
- Monitor and update the Patient Tracking List (PTL) and other booking systems (e.g. Connect)
- Produce accurate theatre and admission lists in a timely manner.
- Ensure correct clinical coding and recording of procedure information in coordination with coding teams.
- Liaise with transport services for booking/cancelling patient transport as required.
- Register new patients from external providers and ensure accurate data entry.
- Escalate capacity issues and contribute to service improvement where possible.
- Provide cover for other admin staff as needed and support induction/training of new team members.
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.
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
Qualifications
Essential criteria
- 4 GCSE including Maths and English grades A-C or equivalent experience/ qualifications
- NVQ level III in Business Admin / Customer Care or equivalent demonstrable experience
Experience
Essential criteria
- Relevant experience of working in a coordinating role
- Relevant experience working in a multidisciplinary environment.
- Experience of meeting objectives and deadlines in a fast-paced environment
- Working knowledge of Microsoft Office, Professional package (Word, Excel, and PowerPoint)
Desirable criteria
- Working knowledge of Patient Administration System (e.g., Connect) or equivalent administrative systems
- Experience of working in a clerical role within a clinical directorate in the NHS
- Experience of managing patient waiting time targets including 18-week RTT and cancer wait times
- Experience of waiting list coordination
Further Training
Essential criteria
- Clear understanding of patient confidentiality.
Desirable criteria
- Experience of Lorenzo
Special Skills & Aptitude
Essential criteria
- Excellent communication skills
- Assertive with excellent diplomatic and negotiation skills
- Self-motivated and able to work independently, prioritising work load effectively
- Ability to work as part of a team
- Experience of working in a pressurised environment together with the ability to remain calm under pressure
- Accurate keyboard skills
- Knowledge of NHS waiting time targets
Desirable criteria
- Demonstrate a tactful understanding when dealing with a variety of patient and staff situations
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Dawn Grayson
- Job title
- Assistant Service Manager
- Email address
- [email protected]
- Telephone number
- 0114 226 8382
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