T&O Admissions Co-ordinator, Band 3

T&O Admissions Co-ordinator, Band 3

Gloucestershire Hospitals NHS Foundation Trust

The closing date is 20 May 2026

We are looking to recruit an enthusiastic and motivated Admissions Coordinator to work alongside our team to provide an effective admissions service for a designated service or group of consultants and be the primary point of contact for patients and staff for any administrative issues relating to those admissions. To always provide a professional and high‑quality service, ensuring that patients are given clear information regarding their surgery arrangements and that their surgical pathway is managed smoothly and efficiently, in line with RTT rules.

We are looking for someone ideally with working knowledge and experience of managing surgical waiting lists and the RTT pathway; someone who is a team player but has the initiative to complete their individual tasks in a timely manner. We would like the successful candidate to work closely with the responsible surgeons, lead nurses, pre‑assessment and theatres to ensure that theatre lists are appropriately utilised, be pro‑active, approachable, supportive to both patient and colleagues and demonstrate admin experience and be able to meet the main duties of the role as identified in the job description. You must possess excellent organisational skills and be experienced in dealing with confidential information.

Main duties of the job

• Experience of working in a team, preferably with NHS experience.
• Experience of working within an administrative role, preferably with experience of TrakCare and Microsoft Office applications.
• Knowledge of 18 weeks Referral to Treatment Target.
• Liaise with staff, patients, service users and external agencies.
• ECDL or equivalent.
• Good attention to detail with the ability to multitask.
• Ability to work well under pressure and prioritise workload effectively.
• Good communications/interpersonal skills for dealing with people internal and external to the organisation.
• Ability to produce accurate work and meet deadlines.
• Ability to work on own initiative and without close supervision.
• Maintain confidentiality at all times.

Job responsibilities

Key Responsibilities:

• Proactively manage waiting times for individual patients and inpatient waiting lists to ensure national/Trust standards are not breached.
• Book / request outpatient appointments for patients within clinical and Trust waiting time targets.
• Monitor/validate RTT PTLs to ensure the patient is on the correct pathway, adjust pathway if incorrect and highlight concerns or issues to the supervisor. Liaise closely with the Validation Team to support patient tracking from referral to treatment.
• Process cancellations and offer patients new dates observing Trust waiting times.
• Establish a pool of patients who could attend for their procedure at short notice to ensure full utilisation of lists.
• Organise interpreters if required to meet the needs of the patient.
• Ensure all letters and any information sent out are clear, accurate and informative.
• Ensure all information held is kept up to date.
• Liaise with pre‑operative assessment and arrange appointments with sufficient lead time prior to surgery/procedure. Check with pre‑operative assessment if the patient is not recorded as fit on TrakCare and ensure that the consultant is aware of any potential delays that may affect the patient's operation date.
• Follow surgeons’ instructions to ensure theatre lists are booked appropriately to maximise theatre time.
• Inform theatres of any specific kit and X‑ray requirements identified by the consultant during listing to allow theatres to plan for the patient's operation.
• Contact patients with the proposed operation date and negotiate alternatives if not suitable with patient choice.
• Provide non‑clinical advice effectively and empathetically to patients and their relatives, demonstrating Trust Values by pacifying anxious patients and relatives.
• Recognise the need to accommodate diversity in our patient population by booking translation services for patients with cultural or language difficulties and transport arrangements for patients with mobility issues.
• Support the supervisor in the training of new starters / less experienced staff.
• Flag up to relevant departments (pre‑operative assessment, theatre scheduling, theatres and orthopedic Rota co‑ordinator) when non‑timed sessions are scheduled.
• Responsible for updating/maintaining information systems / spreadsheets to assist in the smooth running of the department in accordance with Trust policies.
• Highlight bottlenecks within the process to the supervisor, working collaboratively to identify and implement solutions.
• Identify patients who require funding and highlight to secretaries for form completion, to monitor and ensure the funding has been approved prior to the patient's admission.
• Inform the Validation Team of out of county patients where inter‑provider forms and allocation of pathways need completing. Ensure image transfers are done accordingly.

Qualifications

• Good General Education (e.g. GCSE English and Maths (A-C) GCSE Level 9‑4)
• Experience of working with a range of Microsoft Office packages (eg Word, Excel and Outlook)
• Business Administration NVQ Level 3 or equivalent experience in an administrative environment

Experience

• Experience of working with a range of Microsoft Office packages (eg Word, Excel and Outlook)
• Knowledge and experience of 18wk RTT Pathway
• Good interpersonal skills for dealing with people internal and external to the organisation.
• Experience of working in a busy work environment.
• Experience of working in a Healthcare Setting.
• Experience of managing surgical waiting lists.

Knowledge / Skills

• An excellent, professional telephone manner to minimise conflict, resolve queries and maintain the reputation of the organisation when dealing with all calls.
• Good written and verbal communication skills with a good command and understanding of English, punctuation and grammar.
• Ability to work quickly and accurately.
• Ability to use own judgement and initiative as appropriate.
• Ability to work flexibly within a team.

Benefits

• Generous Annual Leave Allowance starting at 27 days plus Bank Holidays and increasing to 33 days
• Access to the NHS Pension Scheme
• Access to our Health and Well‑Being Hub and Employee Assistance Programme
• Access to on‑site Nurseries
• Discounted Public Transport
• Safe, supportive and positive working environment with regular, robust supervision
• A wide range of exciting learning opportunities including a number of Apprenticeships
• Flexible Working – Many of our staff work flexibly in different ways. Please talk to us about the flexibility you need. We can’t promise to give you exactly what you want, but we do promise not to judge you for asking.
• Reward and Recognition Schemes
• Working for Gloucestershire Hospitals NHS Foundation Trust offers a number of discounts for local shops, restaurants and services and entitles you to a Blue Light Card offering further discounts both online and on the high street from large national retailers to local businesses in a wide range of categories including days out, holidays, cars, fashion, gifts and phones.

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.

Salary

£25,760 to £27,476 a year (pa pro rata if part‑time)

Contract

Permanent

Working pattern

Full‑time

Reference number

318-26-T0302

Job locations

Trustwide

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