Waiting List Co-Ordinator – Gynaecology

Job Description

NHS Greater Glasgow and Clyde (NHSGGC) is one of the largest healthcare systems in the United Kingdom, employing approximately 40,000 staff across a wide range of clinical and non-clinical professions and roles. We deliver acute hospital, primary, community and mental health services to a population of over 1.15 million people, and to a wider population of 2.2 million when regional and national services are included.

The role:

The department provides a full range of professional administrative, secretarial and clerical services which support clinical staff to deliver high quality, efficient and effective patient-centred care within Acute Services, in line with local and national standards.

This role does not meet the eligibility criteria for a Skilled Worker visa or a Heath and Care Worker visa. NHS Greater Glasgow and Clyde (NHSGGC) is unable to provide candidates or employees with a Certificate of Sponsorship (COS).

Duration, Location, and Working Pattern:

Fixed-term for 6 months, Full time

Queen Elizabeth University Hospital Admin Block

Shift Pattern – Daytime – Normal office core working hours

Key responsibilities:

The Waiting List Co ordinator is responsible for managing and maintaining accurate waiting lists within a designated service, ensuring compliance with NHS Greater Glasgow & Clyde (NHSGG&C) and Scottish Government waiting time targets.

Operational Management

• Overseeing all waiting lists and ensuring data accuracy through appropriate staff.
• Managing patient flow across sites to maintain waiting time guarantees and address capacity issues.
• Monitoring waiting list trends, identifying risks such as long waiters or potential breaches, and escalating appropriately.

Planning & Performance

• Supporting capacity planning systems and working with clinicians to understand urgency profiles.
• Contributing to the development and monitoring of plans to achieve waiting time targets.
• Estimating future waiting list figures and acting on findings.

Communication & Collaboration

• Working closely with service managers, clinical teams, secretaries, Health Records, and Information Services to resolve issues quickly.
• Engaging multidisciplinary teams across multiple sites to support service changes and meet waiting time challenges.

Patient-Centred Focus

• Ensuring no patient exceeds waiting time guarantees by highlighting long waiters and coordinating appropriate action.
• Promoting a patient centred ethos and modelling NHSGGC values of dignity, respect, and professionalism.

Administrative Duties

• Submitting payroll information for Waiting List Initiative payments.
• Supporting and training new staff, particularly in TrakCare waiting list management.
• Maintaining electronic records and using systems such as Microsoft Office, theatre systems, Microstrategy, and pathology/radiology applications.
• Ensuring compliance with GDPR, FOI, Caldicott, and other confidentiality legislation.

Knowledge, training, qualifications and/or experience required to do the job:

• Enthusiasm and drive to make sure that the targets are met for the benefit of patients is the key to success in this post, and this comes from a solid background in which extensive experience of all elements of the patient journey has been gained.
• An understanding of the Health Service in Scotland in particular waiting time targets and guarantees. An understanding of the workings of the acute clinical setting.
• Knowledge of Medical terminology
• Good organisational and communication skills
• Previous experience working with clinical systems desirable. Sound knowledge of the workings of the acute clinical setting
• Proficiency in analysing data using Database Management (Microstrategy and Microsoft Excel)
• Ability to present complex information clearly and logically in both written and oral forms
• Experience of data handling and producing reports, including oral, written, numerical and graphical information. Can present complex information clearly and logically.
• Knowledge of obligations with regard to the General Data Protection Regulations (GDPR), Caldicott Guidelines and the Freedom of Information Act.
• Ability to work independently or as part of a multidisciplinary team

What we offer:

We offer a wide range of supportive policies designed to enhance your employee journey, including a comprehensive Employee Assistance Programme, Cycle to Work Scheme, bursary scheme and extensive learning and development opportunities.

As an NHS Scotland employee, you will be entitled to:

• A minimum of 27 days annual leave, increasing with length of service, plus public holidays
• Membership of the NHS Pension Scheme, including life insurance benefits
• Salary Sacrifice Car Benefit Scheme
• Development opportunities including study bursaries, e-learning and classroom-based courses
• Enhanced pay for working public holidays
• NHS discounts on a wide range of goods and services
• Confidential employee support and assistance, including counselling and psychological therapies

From 1 April 2026, the Agenda for Change full-time working week will reduce from 37 hours to 36 hours. Part-time working hours will be reduced on a pro-rated basis. A corresponding increase in the hourly rate will apply, ensuring that overall pay remains unchanged.

NHS Greater Glasgow and Clyde (NHSGGC) recognises the importance of work-life balance and is committed to offering a range of flexible working options where service needs allow. For roles where less than full time hours can be accommodated, and where the tenure is listed as various, we encourage applications from individuals seeking flexible working arrangements. Flexible working will be included as a topic for discussion during the recruitment process.

NHS Greater Glasgow and Clyde encourages applications from all sections of the community. We are committed to promoting equality, diversity and inclusion and are proud of the diverse workforce we employ.

By signing the Armed Forces Covenant, NHSGGC has pledged its commitment to being a Forces Friendly Employer. We welcome applications from across the Armed Forces Community and recognise military skills, experience and qualifications throughout the recruitment and selection process.