Job Description

The Women's Services Waiting List Team is seeking to recruit a dynamic and motivated Senior Co-ordinator on a fixed term/secondment basis.
This is an ideal opportunity to showcase your skills in supporting the Directorate to achieve full theatre utilisation and excellent Waiting List maintenance in contribution to a quality patient experience.
This position requires excellent multi-tasking, prioritisation and communication skills at all levels to ensure our 18 Week and Cancer Waiting Times standards are maintained. Proven database experience using Microsoft Office Excel is essential in addition to knowledge of the E-record applications.
o Interview Date Monday 09 June 2025o 30 Hours/Weeko You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy
NO AGENCIES PLEASE
Main duties of the job
Candidates should demonstrate basic understanding of the Waiting List process within their application.

• This service impacts upon work within theatres, inpatient wards, day case areas, pre assessment areas, outpatient departments
• The Waiting List Officers manage the inpatient waiting lists for 9 Gynaecology Consultants and their teams, covering admissions to gynaecology wards, gynaecology day unit and gynaecology beds on Ward 39 day unit, in addition to supporting with scheduling of specialised Obstetric cases
• Maintenance of departmental waiting lists to ensure patients are seen in line with their clinical priority including contribution to regular 18 week pathway meetings
• Contributes to the directorate by completing all administration relating to adding patients to the waiting list system and sending out relevant admission documentation
• Ensures patients details are forwarded to the Pre-Admissions Team
• Integrated working with Secretarial and Admin staff within the Directorate to ensure seamless communication relating to scheduling of patient procedures between Consultants and departments
• Line manager for Waiting List administrative staff

About us
Our staff oversee over 6,500 patient contacts every day, delivering high standards of healthcare from the following sites:
o Freeman Hospitalo Royal Victoria Infirmary (RVI)o Health Innovation Neighbourhood (on the former Newcastle General Hospital and Centre for Ageing and Vitality site)o Newcastle Dental Hospitalo Newcastle Fertility Centreo Northern Centre for Cancer Care, North Cumbriao Northern Genetics Serviceo Cramlington Manor Walks
These include a range of flagship services which deliver cutting-edge care (supported by state-of-the-art diagnostic services in both radiology and pathology) and are a catalyst for innovation to support pioneering clinical practice in the NHS.
We also have offices at Regent Point in Gosforth and community sites.
Please see attached information on what Staff Benefits we have to offer at our Trust under 'Documents to download' or 'Supporting documents'.
For further information on The Newcastle upon Tyne Hospitals NHS Foundation Trust please visit: Careers | Newcastle Hospitals | NHS | Newcastle Hospitals and Newcastle Hospitals NHS Foundation Trust
Details
Date posted
28 May 2025
Pay scheme
Agenda for change
Band
Band 4
Salary
xc2xa326,530 to xc2xa329,114 a year pro rata
Contract
Fixed term
Duration
12 months
Working pattern
Part-time
Reference number
317-2025-20-020
Job locations
Royal Victoria Infirmary
317 02 Royal Victoria Infirmary
NE1 4LP
Job description
Job responsibilities

• The post holder is expected to understand and apply the Patient Access Policy to their everyday activity, ensuring that patients are managed fairly and contributing to the ability of the Trust to maintain waiting time targets.
• The Waiting List Office administrative service will contribute towards a systematic approach to delivering the NHS Plan commitments for access to elective and day case surgery, specifically the drive to guarantee maximum waiting times and introduce Patient Choice through booking systems. The sensitivity around clinicaland management priorities will require the post holder to work with and have the confidence of Consultants and Directorate Managers. Communication with patients will be proactive, inviting discussion and consultation around their preferences and availability, in addition to remaining empathetic though assertive. Patient focus and Customer Care will be a fundamental element of the service, delivered via written, telephone and face to face contact. Patient confidentiality must be observed at all times.
• The post holder is the line manager to the Waiting List Office Team. It carries specific responsibilities for ensuring the systems and procedures used by the team are operating effectively and within the context of the Trusts policies and priorities. The post holder will be accountable for ensuring that patients at risk of breaching are managed under the supervision of the appropriate Directorate Manager for the relevant specialty.

We are able to offer this position on a 30 hour, 4 days or 5 day basis.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you. Job description
Job responsibilities

• The post holder is expected to understand and apply the Patient Access Policy to their everyday activity, ensuring that patients are managed fairly and contributing to the ability of the Trust to maintain waiting time targets.
• The Waiting List Office administrative service will contribute towards a systematic approach to delivering the NHS Plan commitments for access to elective and day case surgery, specifically the drive to guarantee maximum waiting times and introduce Patient Choice through booking systems. The sensitivity around clinicaland management priorities will require the post holder to work with and have the confidence of Consultants and Directorate Managers. Communication with patients will be proactive, inviting discussion and consultation around their preferences and availability, in addition to remaining empathetic though assertive. Patient focus and Customer Care will be a fundamental element of the service, delivered via written, telephone and face to face contact. Patient confidentiality must be observed at all times.
• The post holder is the line manager to the Waiting List Office Team. It carries specific responsibilities for ensuring the systems and procedures used by the team are operating effectively and within the context of the Trusts policies and priorities. The post holder will be accountable for ensuring that patients at risk of breaching are managed under the supervision of the appropriate Directorate Manager for the relevant specialty.

We are able to offer this position on a 30 hour, 4 days or 5 day basis.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Person Specification
Qualifications & Education
Essential

• NVQ Level IV Business Administration or Diploma qualifications or equivalent level qualification / relevant experience

Knowledge & Experience
Essential

• Significant NHS administration experience o Waiting list management o 18 Week Pathways o Cancer Waiting Targets o Medical records o Patient confidentiality
• Previous supervisory experience

Desirable

• Understanding of the NHS Plan
• NHS IT Systems
• Understanding of Professional Leadership Behaviours

Skills & Abilities
Essential

• IT Skills to include office software packages
• Good communication skills o With the wider multi-disciplinary teams o Accommodate barriers to understanding
• Demonstrate problem solving skills
• Ability to meet deadlines

Person Specification
Qualifications & Education
Essential

• NVQ Level IV Business Administration or Diploma qualifications or equivalent level qualification / relevant experience

Knowledge & Experience
Essential

• Significant NHS administration experience o Waiting list management o 18 Week Pathways o Cancer Waiting Targets o Medical records o Patient confidentiality
• Previous supervisory experience

Desirable

• Understanding of the NHS Plan
• NHS IT Systems
• Understanding of Professional Leadership Behaviours

Skills & Abilities
Essential

• IT Skills to include office software packages
• Good communication skills o With the wider multi-disciplinary teams o Accommodate barriers to understanding
• Demonstrate problem solving skills
• Ability to meet deadlines