Waiting List and Admissions Co-ordinator, Cardiology

Transformationunitgm; Cheltenham; On-site; GBP 24,000 - 27,000; Full time

Job summary

A major healthcare provider in the region is seeking a Waiting List & Admissions Co-ordinator for a 9-month fixed-term role located in Cheltenham. This position involves providing a comprehensive administrative service within the Cardiology team, ensuring high-quality communication with patients and medical staff, and managing waiting lists effectively. Candidates should have relevant experience and education, along with strong organisational and communication skills. Competitive salary and benefits included.

Benefits

Generous annual leave

NHS pension scheme

Support for professional development

Qualifications

• Experience in a hospital or office environment is essential.
• IT literate with abilities to input, retrieve, and manipulate data.
• Understanding of medical terminology/procedures required.

Responsibilities

• Provide a comprehensive administrative booking service.
• Ensure excellent communication to patients and staff.
• Support the Cardiology team and manage waiting lists efficiently.

Skills

Excellent presentational skills

Communication skills

Organisational skills

Resilience

Education

GCSE grade C or above in literacy and numeracy

NVQ level three in administration or equivalent experience

Tools

Microsoft Office packages

Job description

Employer Gloucestershire Hospitals NHS Foundation Trust Employer type NHS Site Trustwide Town Gloucestershire Salary £24,937 - £26,598 (pa, pro rata if part‑time) Salary period Yearly Closing 01/02/2026 23:59

Waiting List & Admissions Co‑ordinator, Cardiology - Band 3

Band 3

At Gloucestershire Hospitals, our people are at the heart of everything we do. As the county’s largest employer, we are proud to provide high‑quality acute, elective, and specialist services to more than 650,000 people across our county. Our care is delivered across Gloucestershire Royal, Cheltenham General and Stroud Maternity Hospital.

With over 9,000 employees representing more than 95 nationalities, bringing together a mix of cultures and experiences to the care that we deliver. Whether you’re beginning your NHS journey or looking to take the next step in your career, this is an exciting time to join us. We’re investing heavily in innovation, research, and transformation, with more than 100 active clinical studies and major developments underway across our hospitals.

We take pride in working as one team, driven by a shared ambition to grow, develop, and continually improve. Every contribution is valued and by combining our collective strengths, we support not only our diverse communities but one another. You can expect a warm, supportive culture and colleagues who are passionate about teamwork, professional development and delivering exceptional care. We offer structured development programmes, mentoring and leadership opportunities to help you progress in your career.

We are committed to fostering an inclusive environment where everyone feels they belong. By joining our Trust, you will benefit from a comprehensive package that includes flexible working opportunities, generous annual leave, the NHS pension scheme, competitive bank rates, local discounts, access to on‑site nurseries, reduced public transport costs, reward and recognition schemes and a wide range of health and wellbeing initiatives.

Be part of Gloucestershire Hospitals, explore your future with us today.

Job overview

A 9‑month fixed term position at 37.5 hours a week

The post‑holder will provide a full and confidential cardiac diagnostic admission service for the Trust. This will include administration to enable provision of patient care and speciality services. Good communication with patients, relatives, general practitioners and other hospital staff is essential to ensure a proficient, high‑quality service for patients and clinicians. The post‑holder will be expected to work as part of the Cardiology team but also support the cardiac investigation reception team as needed.

Main duties of the job

Waiting List & Admissions Co‑ordinators are responsible for:

• Providing a comprehensive administrative booking service to the medical staff and their supporting team.
• Providing cover for colleagues in their absence to maintain service levels
• Ensuring excellent communication is provided to patients, relatives, general practitioners and other hospital staff to ensure a proficient, high‑quality service for patients and clinicians.
• Ensuring all clinics are used to their full capacity and that any vacant slots are fully utilised and acted upon to maximise capacity
• Regularly informing the Waiting List & Admissions Supervisor about progress and flags up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc
• Managing the pathway for patients referred in ensuring they are monitored to minimise/avoid breach
• Carrying out regular review and administrative validation of the waiting lists
• Supporting the achievement of Trust performance by ensuring administrative standards are met e.g., booking diagnostic tests within 6 weeks and any potential 52‑week breaches are escalated to the Waiting List & Admissions Supervisor, Heads of Cardiac Investigations, or General Management.
• Ensuring all clinic cancellations/alterations are dealt with efficiently and in line with the Trust’s 8 week annual/study leave policy

Working for our organisation

I am delighted you are interested in the Medicine Division Waiting List & Admissions Co‑ordinator position here at Gloucestershire Hospitals NHS Foundation Trust. We provide acute hospital services from two large district general hospitals, Cheltenham General Hospital and Gloucestershire Royal Hospital. Maternity Services are also provided at Stroud Maternity Hospital. We remain the major provider of secondary care services in the area and analysis shows that for Gloucestershire we are the leading acute healthcare provider by a significant margin.

Here at Gloucestershire Hospitals NHS Foundation Trust, our patients are at the heart of everything we do, and pivotal to this are our Secretarial and Administration Teams, whose dedication, expertise and kindness ensures that patients receive the very best care throughout their pathway through our services. I wish you every success with your application to join this team.

Detailed job description and main responsibilities

Whilst the organisation and structure within specialities/divisions may vary the specific remit of this role will include:

• Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc.
• Ensuring incoming post is sorted and appropriate action is taken
• Ensuring that any vacant slots are fully utilised and acted upon to maximise capacity
• Review clinics to ensure patients have been booked appropriately. Identifying any issues to the Waiting List & Admissions Supervisor.
• Booking investigations as requested by the clinical team, including negotiation of dates with the patients and creating correspondence if appropriate
• Deal with enquiries by letter/e‑mail/telephone from all stakeholders
• Organisation of procedures in negotiation with the clinical staff and patients as requested by the Waiting List & Admissions Supervisor. This includes identifying potential dates with the clinical team, negotiation of dates with the patient and any additional co‑ordination of staff, equipment, stock, facilities, external support (company representatives) and paperwork
• Monitoring the pathway for patients referred in to minimise/avoid breach
• Carrying out regular review and administrative validation of the waiting lists
• Support the achievement of Trust performance by prospectively “pulling” patients through their RTT and DM01 pathways to minimise delays and breach, escalating potential capacity/other issues and solutions to the Waiting List & Admissions Supervisor, Heads of Cardiac Investigations, or General Management.
• Ensure all clinic cancellations/alterations are dealt with efficiently and in line with the Trust’s 8 week annual/study leave policy.
• Regularly informing the Waiting List & Admissions Supervisor about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc

Further information can be found in the job description.

Person specification

Qualifications

• Educated to GCSE grade C or above (or equivalent) in literacy and numeracy
• NVQ level three in administration or equivalent experience

Experience

• Appropriate experience in a hospital or office environment
• IT experience of Microsoft Office packages. Computer literate with the ability to input, retrieve, and manipulate IT data.
• Understanding and previous experience in medical terminology / procedures

Knowledge / Skills

• Personally resilient and able to manage complexity and work in an ambiguous or changing environment.
• Excellent presentational, communication and interpersonal skills
• Good command and understanding of English, punctuation and grammar
• Able to effectively and appropriate elevate concerns to reduce risk and promote patient safety
• Proven organisational skills
• Ability to concentrate where work pattern is unpredictable and there are frequent interruptions
• Self‑motivated and able to work under own initiative and prioritise workload
• Knowledge and awareness of health and safety issues, risk management, and data protection act

We reserve the right to expire vacancies prior to the advertised closing date once a sufficient number of applications have been received.

You will only be contacted by the Recruitment Team via email if you are shortlisted for this post. Please ensure therefore that you check your e‑mail account regularly.

If you require sponsorshipfor a visa to work in the UK, to avoid disappointment, please check to ensure you are eligible under the UKVI points based system

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.