Waiting List Co-ordinator in Plymouth

We are looking to recruit a proactive and highly organised Waiting List Coordinator to support our new Antipsychotic Shared Care Service. This is an exciting opportunity to play a key role in developing a service focused on improving access, coordination, and outcomes for individuals requiring antipsychotic medication. The post holder will be responsible for the effective management of patient waiting lists and appointment systems, ensuring patient information is accurate and up to date, and that capacity is maximised to minimise waiting times. Working closely with clinical teams, you will monitor demand, book appointments, respond to queries, and support the smooth progression of patient pathways.

Main duties of the job:

• A key aspect of the role will be supporting the design, development, and ongoing coordination of the services waiting list and referral management processes.
• The post holder will provide oversight of these processes to ensure they are effective, efficient, and aligned with agreed service standards and SLA response times, contributing to continuous service improvement.
• You will also provide a comprehensive administrative service, including maintaining records, producing reports, supporting meetings, and acting as a key point of contact for patients, carers, and professionals.
• The role requires excellent communication skills, attention to detail, and the ability to prioritise work in a busy environment.
• The successful candidate will have experience in an administrative role, strong IT skills, and the ability to work both independently and as part of a team.
• A commitment to delivering high-quality, patient‑focused services and contributing to service development is essential.

This role may not be eligible for sponsorship under the Skilled Worker route. All staff are expected to be able and willing to work across a 7 day service.

Job responsibilities:

• Ensure that the personal/demographic information noted on the patient record is accurate and updated when necessary.
• Respond to telephone, email, and written queries on behalf of the service area including call handling where appropriate.
• Check waiting lists and practitioner diary availability daily to establish if any availability for treatment appointments has become available.
• Ensure that any additional requirements for treatment sessions are arranged and facilitated.
• Provide statistical information and reports on the progress and performance.
• When required, provide support to customer and visitor reception areas, acting as the first point of enquiry.
• Promote the image of the department, checking that notices and leaflets are up to date & well presented.
• Support the management team to ensure that internal and external communication systems are in place.
• Ensure that all complaints, compliments, concerns, comments and suggestions are appropriately recorded.
• Arrange appointments, meetings, and events on behalf of the service.
• Produce informal and formal minutes as an accurate record of meetings.
• Maintain accurate and timely electronic and hard copy information.
• Support operational staff to access management information.
• Collect and collate data to enable managers to monitor budgets and performance.
• Maximise the use of electronic systems to enable effective management of the service area.
• Be compliant with the Data Protection and record management policies and procedures.
• Be proactive and contribute ideas for improvement in the way the service is delivered.
• Ensure that all office support services are delivered in a timely manner.
• Provide day-to-day supervision and line management of junior staff where appropriate.
• Monitor stock and order supplies and equipment as required.
• Undertake surveys or audits as directed.

COMMUNICATIONS AND RELATIONSHIPS:

The post holder will need to have contact with a variety of people both inside and outside of the organisation. These include patients, visitors, clients, colleagues and other health care organisations. They will need to have excellent communication skills and be able to adapt their communication style to suit individual needs and requirements.

PHYSICAL DEMANDS OF THE JOB:

Frequent sitting & standing. Inputting at a keyboard for most of the day, frequent light effort to lift, sort & file case notes.

MENTAL DEMANDS OF THE JOB:

Frequent concentration is required when inputting into systems, typing documents, making appointments & processing records with a need to ensure accuracy.

WORKING CONDITIONS:

Exposure to unpleasant conditions is rare/occasional. May be exposed to verbal aggression from patients.

Person Specification:

• Working knowledge of Microsoft Office including Word and Excel.
• Understanding of confidentiality & data protection act.
• Able to build effective working relationships with customers and colleagues/staff.
• Ability to use Business applications and patient record systems.
• Knowledge of SystmOne.
• Understanding of Data Protection legislation.
• Understanding of healthcare services and national requirements in inpatient and outpatient booking systems.

Specific Skills:

• Good writing, typing, data entry and telephone skills ensuring accuracy.
• Ability to communicate verbally and in writing to a good level.
• Ability to prioritise own workload.
• Ability to work effectively as part of a team.
• Organised, efficient and accurate.
• Flexible and adaptable willing to learn new skills.
• Able to analyse problems and initiate appropriate solutions effectively.

Experience:

• Substantial experience of working in an administrative environment using computerised data systems.
• Experience of supervising other staff members.

Qualifications:

• Educated to NVQ 3 in a relevant subject or equivalent level of qualifications or significant equivalent previous experience and knowledge.
• NVQ3 in Business Administration or equivalent.

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.

Full-time, Part-time, Job share, Flexible working.