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Waiting List Senior Coordinator
The Newcastle upon Tyne Hospitals NHS Foundation Trust View all jobs
Posted 1 day(s) ago
Reference: 317-2026-38-54-DR-B
Job summary
- Co-ordinate and manage Cardiothoracic elective admissions across designated pathways, ensuring optimal use of theatre capacity.
- Act as a senior point of contact for elective booking queries, providing guidance and support to the wider team.
- Proactively monitor patient pathways to ensure compliance with RTT standards and identify potential delays.
- Ensure all patients have appropriate clinical clearance, including PAC outcomes, prior to admission.
- Work collaboratively with clinicians, booking teams, and operational managers to deliver efficient and safe patient scheduling.
- Support validation and data quality processes to maintain accurate patient tracking systems.
- Contribute to service improvement initiatives aimed at enhancing patient flow and reducing cancellations.
- Interview Date Tuesday 27 October 2026
- 37 Hours 30 Minutes/Week
- 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
- You should have effective organisation and time management skills, good IT skills (MS Excel and Word), excellent communication and interpersonal skills.
- You should be educated to NVQ Level 4 or equivalent level.
- You should be enthusiastic and motivated.
- We ask that the successful candidate is flexible to the needs of the team.
About us
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.
With around 2 million contacts with patients every year, we deliver care from:
- Royal Victoria Infirmary (RVI)
- Freeman Hospital
- Newcastle Dental Hospital
- Cramlington Manor Walks
- Urgent treatment centres
- Newcastle Fertility Centre
- Northern Centre for Cancer Care, North Cumbria
- Northern Genetics Service
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
02 October 2026
Pay scheme
Agenda for change
Band
Band 4
Salary
£28,392 to £31,157 a year per annum
Contract
Permanent
Working pattern
Full-time
Reference number
317-2026-38-54-DR-B
Job locations
Freeman Hospital
317 01 Freeman Hospital
NE7 7DN
United Kingdom
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. 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.
Whilst Newcastle Hospitals are a forward thinking and highly innovative organisation, the use of Third-Party Artificial Intelligence (AI) presents a risk to the integrity of our Recruitment & Selection processes. If you use AI, and it poses a risk to the integrity of your individual application or to the recruitment process, we may withdraw your application at any stage of the process.
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. 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.
Whilst Newcastle Hospitals are a forward thinking and highly innovative organisation, the use of Third-Party Artificial Intelligence (AI) presents a risk to the integrity of our Recruitment & Selection processes. If you use AI, and it poses a risk to the integrity of your individual application or to the recruitment process, we may withdraw your application at any stage of the process.
Person Specification
Qualifications & Education
Essential
- Management qualification (NVQ level 4 or equivalent) or willingness to undertake or equivalent experience
Knowledge & Experience
Essential
- NHS IT Systems o eRecord o Validation database o Theatre scheduling software
- Significant NHS administration experience o Waiting list management o Medical records o Patient confidentiality
- Previous supervisory experience
Desirable
- Understanding of the NHS Plan
Skills & Abilities
Essential
- Good communication skills o With the wider multi-disciplinary teams o Accommodate barriers to understanding
- Demonstrate problem solving skills
- Ability to meet deadlines
- Ability to provide formal training across disciplines in waiting list management
Person Specification
Qualifications & Education
Essential
- Management qualification (NVQ level 4 or equivalent) or willingness to undertake or equivalent experience
Knowledge & Experience
Essential
- NHS IT Systems o eRecord o Validation database o Theatre scheduling software
- Significant NHS administration experience o Waiting list management o Medical records o Patient confidentiality
- Previous supervisory experience
Desirable
- Understanding of the NHS Plan
Skills & Abilities
Essential
- Good communication skills o With the wider multi-disciplinary teams o Accommodate barriers to understanding
- Demonstrate problem solving skills
- Ability to meet deadlines
- Ability to provide formal training across disciplines in waiting list management
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
The Newcastle upon Tyne Hospitals NHS Foundation Trust
Address
Freeman Hospital
317 01 Freeman Hospital
NE7 7DN
United Kingdom
Employer's website
Employer details
Employer name
The Newcastle upon Tyne Hospitals NHS Foundation Trust
Address
Freeman Hospital
317 01 Freeman Hospital
NE7 7DN
United Kingdom