Waiting List Co-Ordinator

Source Bedford Hospital Category Admin/ Secretarial / PA Location Bedford Hours Full time Salary £27,485 - £30,162 Per annum Job description

*Join Our Fast-Paced Team and Make a Real Impact*
Are you ready to be at the heart of patient care coordination? This exciting role offers the chance to play a pivotal part in delivering the 18-week pathway, ensuring timely and effective treatment journeys for our patients.

*Connect and Collaborate*
You'll be the friendly voice on the phone, regularly liaising with patients, their families, and a wide range of professionals across the Trust. Your communication skills will help build trust and keep everyone informed.

*Precision Meets Purpose*
If you're confident with databases and have sharp keyboard skills, you'll thrive here. We need someone who can work with accuracy and focus—even when the pressure's on—to keep our systems running smoothly and our patients supported.

Main duties of the job

The post holder will co-ordinate the booking, and cancellation, of elective surgery, in accordance with Trust protocols and national guidelines. Working as part of the Admissions team, based at Bedford Hospital, they will follow agreed processes and utilise relevant Trust IT systems, to record all patient admission and theatre details, maintaining a high standard of data quality at all times. The role requires a high level of concentration in order to work accurately and analyse data, from a number of sources, with precision.

Effective verbal and written communication skills are essential in this role as the post holder will be the main point of contact for patients, relatives and a broad range of staff across the organisation. The post holder will require emotional resilience as some communication with patients or relatives may become difficult or distressing.

Working for our organisation

Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.

*Our values*
We not only recruit based on qualifications and experience – we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.

Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job
Detailed Job Description And Main Responsibilities
*The Job Description and Person Specification are attached to this job, please review for the full details and responsibilities*

• To be responsible for using the ICE system on a daily basis to review ETCI requests to create accurate waiting list entries on the Trust PAS system. Including Surgeon, Speciality, Priority, List name, admission type, anaesthetic type, who can operate, Inpatient or Daycase, admitting ward, surgical procedure required. Using the surgical procedure name to look against the ATOM times to form the operation time allocated.
• Responsible for entering the waiting list coding of the procedure into the Trust PAS system and essential comments into the waiting list for the management of the patient for example if they are suitable for weekend operating, a combined operating list, available at short notice.
• To ensure that essential information is entered onto the operating list comments so all theatre staff are informed of required data for example wheelchair bound hoist required, latex allergies, diabetic, MRSA.
• To maintain accurate and regularly validated computerised waiting lists.
• Responsible for acting upon the confirmed theatre timetables to compile and maintain accurate and appropriate theatre lists in a timely manner using the Patient Tracking List and Waiting list to date patients giving reasonable notice which take into account factors including case mix, theatres equipment, Imaging availability, theatre time, clinical need, list order of operating list etc

Person specification

Qualifications
Essential criteria

• Educated to A Level Standard or relevant/recent NHS administration experience

Desirable criteria

• Medical Terminology

Experience
Essential criteria

• Competent use of software packages – including databases, Microsoft Word and Excel
• Adhering to set standards and procedures
• Working as part of a team and using personal initiative

Desirable criteria

• Experience using PiMs and OPERA IT packages

Personal Skills

Essential criteria

• Excellent verbal and non-verbal communication skills
• Ability to deal with issues with empathy and in a confidential manner
• Excellent organisational with the ability to multi-task and prioritise

Knowledge

Essential criteria

• Understanding the principles of GDPR and confidentiality
• Understanding of Equality and Diversity

Desirable criteria

• Demonstrate an understanding of the key principles of waiting list management and current national standards

It is an exciting time to join the newly formed Bedfordshire Hospitals NHS Foundation Trust. We run two busy hospital sites in Bedford and Luton. Our 7,500 staff provide high quality care for a growing population of around 700,000 across Bedfordshire and the surrounding areas.

Closing date: 24/11/25

How to apply

Apply online