Job summary
- Main area
- Surgical Services
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 218-AC-B3-8205452
- Employer
- University Hospitals Coventry and Warwickshire NHS Trust
- Employer type
- NHS
- Site
- University Hospitals Coventry and Warwickshire
- Town
- Coventry
- Salary
- £25,760 - £27,476 per annum
- Salary period
- Yearly
- Closing
- 19/08/2026 23:59
- Interview date
- 04/09/2026
Employer heading
Waiting List Coordinator
NHS AfC: Band 3
Job overview
We are seeking an enthusiastic and motivated individual to join our busy team with Surgical Services. To provide comprehensive and confidential administrative and clerical activities to meet the needs of the service in accordance with Departmental, Trust and National standards, policies and procedures.
Please be advised sponsorship is not eligible for this post.
Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.
Main duties of the job
To undertake the role of waiting list co-ordinator for specialties within Surgical Services. To be responsible for the management, organisation and booking of the waiting list for departments within Surgical Services. This will include answering queries from patients, GPs and other hospital staff.
Working for our organisation
University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.
We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.
Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.
We are proud to be recognised as a Pathway to Excellence® designated organisation – please click the link for further details about this prestigious award. Pathway To Excellence ® - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)
By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.
The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.
Detailed job description and main responsibilities
- To manage the Waiting List and book as appropriate, validating errors and monitoring trends. Monitor utilisation reports. To ensure wherever possible that all documentation is up-to-date, in an orderly fashion and available whenever decisions are being made, liaising with department and Trust staff to maintain an efficient record system, prompt transcription and distribution of correspondence in compliance with local/national targets.
- To ensure all routine and/or urgent appointments are effectively and successfully booked within a prompt timescale as appropriate and a proper record is maintained.
- Deal with all telephone calls relating to the outpatient appointment system, ensuring all calls are dealt with in a polite, pleasant and professional manner.
- To have a clear understanding of RTT and performance targets and utilise reports effectively.
- Use of hospital systems, including EPR, to effectively manage workload and RTT patient pathways.
- To maintain accurate and up to date internal computer systems and to retrieve and generate information to assist in the effective organisation of all patients/customers in accordance with local and national policies and targets.
- To maintain efficient office management system/procedures to enable the department/clinical team to optimise their customer/patient care by ensuring that the data entered onto the systems is accurate, complete and up-to-date, identifying issues and acting accordingly.
- Maintain confidentiality and discretion and comply with the terms of the Data Protection Act and local Trust policies at all times.
- Attend training courses as required to support personal development and the needs of the service
For further details of the role please see the attached job description.
Person specification
Qualifications
Essential criteria
- • ECDL or equivalent experience • NVQ2 in Administration or equivalent • Key Skills Level 2 in literacy or equivalent
Experience
Essential criteria
- • Experience in the use of personal computers with the ability to learn new packages.
Desirable criteria
- • Knowledge of capacity and utilisation reports Experience of outpatient booking using iPM • Managing outpatient waiting lists
Knowledge
Essential criteria
- • Thorough working knowledge of Microsoft Office packages i.e. Outlook, Word, Excel • Excellent understanding of general office working procedures
Desirable criteria
- • Awareness of current issues within the NHS • Experience of NHS IT systems
Skills
Essential criteria
- • Excellent organisational skills • Maintains a high level of accuracy • Excellent level of verbal and written communication. • Empathetic approach to resolving enquiries. • Ability to prioritise and organise own workload • Able to track information • Sound decision making skills. • Ability to demonstrate good persuasion and influencing skills. • Able to use judgement and initiative to provide information and support. • Able to apply tact and sensitivity to establish trust and confidence. • Confident in managing difficult and distressing situations effectively. • Ability to analyse problems and initiate appropriate solution effectively.
Commitment to Trust Values and Behaviours
Essential criteria
- • Must be able to demonstrate behaviours consistent with the Trust’s values. (As detailed in UHCW’s Values in Action document below) • Applicants applying for job roles with managerial responsibility will be required to demonstrate evidence of promoting equal opportunities through work experience
Employer certification / accreditation badges
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.
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Kirstie Richardson
- Job title
- Admin Manager
- Email address
- [email protected]
- Telephone number
- 07885031556
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