Job Description

Job Overview

We are seeking an experienced and highly organised Senior Office and Waiting List Coordinator to join our dynamic team. This pivotal role requires a proactive individual to manage and oversee all aspect of our Dermatology waiting lists with a focus on Red Flag (urgent suspected skin cancer) pathways. The jobholder will efficiently manage administrative tasks, office operations and ensure smooth communication within the Team. The ideal candidate will possess strong clerical skills, a keen attention to detail and the ability to work effectively in a fast-paced environment.

JOB TITLE: SENIOR OFFICE & WAITING LIST CO-ORDINATOR (FT Mon - Fri)

RESPONSIBLE TO: HR & Operations Manager

JOB PURPOSE

To oversee the Admin / Reception Team with support from the Senior Receptionist.

To work efficiently with the multidisciplinary team within the Belfast Skin Clinic to provide an excellent administration service to all patients, visitors, staff and visiting consultants.

To work closely with Health Trusts in order to process and book all referrals within an appropriate timeframe in line with contractual arrangements.

To ensure compliance with RQIA minimum standards and Independent Healthcare Regulations (NI 2005).

GENERAL OFFICE RESPONSIBILITIES

Oversee the Admin / Reception staff team with support from the Senior Receptionist to ensure that staff are fully utilised and able to respond efficiently to all enquiries

Liaise with Medical Director in relation to Consultant bookings for private patients

Monitor performance of Admin / Reception staff and arrange training / coaching where necessary

Arrange meetings with the Admin / Reception Team as required.

Ensure maintenance of all office equipment as required

Attend to any Office issues arising with support from Senior Receptionist to ensure prompt resolution and effective patient management at all times.

SPECIFIC WAITING LIST RESPONSIBILITIES

Lead and manage the scheduling and oversight of dermatology appointments, including urgent Red Flag cases, routine referrals, and private patient pathways.

Co-ordinate with consultants, nursing teams, and administrative staff to optimise clinic and theatre capacity.

Monitor and manage waiting list performance, identifying bottlenecks, risks of breach, and supporting service efficiency.

Liaise with NHS Trusts, and referring clinicians to maintain clear communication regarding urgent cases and appointment availability.

Maintain accurate records in the patient management system (PMS), ensuring all referrals and appointments are logged and actioned appropriately.

Produce weekly reports and dashboards on waiting list metrics, Red Flag activity, and consultant utilisation.

Manage governance processes through audit, incident review, and pathway development.

Supervise and provide guidance and training to administrative colleagues and contribute to the clinic's continuous improvement initiatives.

Uphold all standards of confidentiality, GDPR compliance, and information governance.

Plan and allocate theatre space to the various Consultants to maximise the efficient use of theatres.

Liaise regularly with key contacts within Health Trusts to ensure clear communication of referrals and effective booking of appointments.

Forecast clinic and theatre capacity in line with consultant availability.

Ensure all relevant information is communicated to patients, Consultants and clinic staff in an appropriate and timely manner and according to Trust contracts.

Ensure careful management of WL patient journey in line with Trust contractual arrangements.

Participate in WL Team meetings with Trust as required.

Respond efficiently to any feedback, queries or complaints arising.

Demonstrate professional approach ensuring effective patient care and strict adherence to clinic standards at all times.

OTHER DUTIES & RESPONSIBILITIES

Step in to support and cover for other Team members as required.

Complete any other duties as assigned by the Management Team.

Participate in staff meetings in a positive and constructive way.

Be willing to undertake further additional or specific training as directed by the Management Team.

Maintain personal and professional responsibility to report abuse or poor practice to Management that may affect a safe environment for any patient, visitor or staff member.

Equipment

Ensure any broken or faulty equipment is removed from use and marked as out of action. Notify Management as soon as possible.

Maintain, monitor, control and order stock as directed, reporting any deficits required urgently.

Maintain general tidiness of all areas.

Maintain cost effective use of all supplies and avoid unnecessary waste.

Report any incidents, misuse of equipment or incorrect waste disposal and document accurately.

Information Governance

Ensure all information is accurate and handled securely, efficiently and effectively within the Data Protection legislation.

Respect the confidentiality of any information within the clinic.

The unauthorised use or disclosure of information will be considered a serious disciplinary offence.

Health and Safety

Take responsibility for your own Health and Safety and that of others who may be affected by your acts or omissions.

Ensure statutory regulations for Health and Safety, codes of practice, clinic policies and local rules are adhered to.

Report any incidents or near misses according to clinic policy and HSE requirements.

JOB SPECIFICATION

ESSENTIAL QUALIFICATIONS

Minimum 5 GCSE's or equivalent (including Maths and English)

ESSENTIAL EXPERIENCE

At least 3 years' experience in healthcare administration.

Proven track record managing urgent WL referrals or Red Flag / cancer pathways.

Experience in audit and governance with ability to identify and remove risk.

Previous Team management experience of leading, mentoring and motivating staff.

Strong IT literacy, including use of clinical or hospital management systems and highly competent in the use of Excel spreadsheets.

DESIRABLE EXPERIENCE

Previous experience in a private medical clinic or interface with NHS

Working knowledge of dermatology terminology and skin cancer pathways

Training in data protection

Experience in 2 week waits (2WW)

ESSENTIAL PERSONAL QUALITIES

Excellent interpersonal and organisational skills with the ability to manage high volume time sensitive tasks.

Team worker with a collaborative approach.

Highly organised and excellent timekeeper.

Ability to use own initiative.

Enthusiastic and committed.

Flexible to work occasional evening and weekend work.

PLEASE NOTE THAT THE ABOVE CRITERIA MAY BE INCREASED IN THE EVENT OF SUBSTANTIAL APPLICANTS.

THIS JOB DESCRIPTION AND JOB SPECIFICATION IS INTENDED TO BE A GUIDE AND WILL BE SUBJECT TO REVIEW BY MANAGEMENT AS REQUIRED.

ALL STAFF ARE REQUIRED TO BE HIGHLY CONFIDENTIAL, FLEXIBLE WITH OTHER DUTIES AS DIRECTED AND SHOW GOOD USE OF OWN INITIATIVE AT ALL TIMES.

Job Type: Full-time

Pay: 30,000.00-34,000.00 per year

Benefits:

Company events Company pension Employee discount Free flu jabs Free parking Private medical insurance Store discount
Schedule:

Monday to Friday
Ability to commute/relocate:

Belfast, BT9 5DQ: reliably commute or plan to relocate before starting work (required)
Application question(s):

This is an 'in person' role located at Belfast Skin Clinic, 18 Deramore Drive, Belfast, BT9 5JQ. Applicants should confirm ability to commit to Mon - Fri working 'in person' at Belfast Skin Clinic. Do you possess at least 3 years experience in healthcare administration along with experience of leading, mentoring and motivating staff?
Work authorisation:

United Kingdom (required)
Work Location: In person

Application deadline: 26/05/2025
Reference ID: SOWLCO 05/25
Expected start date: 15/06/2025