Employment Type: Permanent Full Time
Position Classification: Administration Officer Level 5
Remuneration: $79,170.99 - $80,966.61 pa (+ superannuation + salary packaging options)
Location: Orange, NSW – Find out more
Hours Per Week: 38
Applications Close: 31 March 2026 – 11:59pm
Senior Administration Officer – Waitlist Coordinator
Orange Health Service
About the role
The surgical waitlist coordinator is responsible for completing the day to day functions of the Theatre Booking Department. This includes the booking of operating theatre suites at the Health Service, theatre allocation to maximise theatre utilisation and available resources and the maintenance of an accurate Hospital Wait List.
The key skills / capabilities for this role are outlined below.
Manage the Elective Surgery Waitlist
* Maintain and update the hospital’s elective surgery database
* Monitor wait times to ensure patients are treated within recommended timeframes.
* Flag patients who are approaching or breaching timeframes and escalate where needed.
Coordinate Surgical Bookings
* Work closely with surgeons, anaesthetists, theatre managers, and clinic staff to schedule surgery dates.
* Allocate patients into available theatre sessions, balancing clinical urgency, surgeon availability, and theatre capacity.
* Reschedule cancelled or postponed surgeries and manage the flow of patients to minimise lost theatre time.
Patient Communication & Support
* Provide updates to patients about:
o Their placement on the waitlist
o Expected timeframes
o Pre-admission requirements
o Any changes to scheduled surgery
* Offer guidance on what patients need to do before surgery, including paperwork, assessments, or pre-op clinics.
Ensure Compliance With Policy
* Apply statewide or national elective surgery guidelines (such as NSW Health Wait Time Policies).
* Ensure all documentation meets policy standards for:
o Consent
o Clinical justification
o Booking forms
* Support audits and reporting for compliance and performance programs.
Liaise Across Hospital Departments
A Surgical Waitlist Coordinator collaborates with:
* Theatre management
* Surgical teams
* Pre-admission clinics
* Outpatient services
* Admin staff
The successful applicant will keep all teams informed so patients move smoothly through the surgical pathway, complete reporting & data quality and support performance improvement initiatives in the surgical stream.
Problem-Solving & Service Efficiency
Surgical waitlists are dynamic. Coordinators often manage:
* High-demand theatre schedules
* Last‑minute cancellations
* Unexpected clinical changes
* Surgeons modifying lists
* Seasonal or system-wide surges
They work proactively to reduce delays and maximise theatre use.
Why This Role Is So Important
The Surgical Waitlist Coordinator ensures:
* Patients receive timely access to surgery
* Theatres run efficiently
* Surgeons’ time is used effectively
* The hospital meets statewide performance targets
* Patient experience is supported from referral to admission
They are essential to the smooth functioning of elective surgical services.
To find out more about the role click to view the Position Description
Helping you move to Western NSW
The Welcome Experience is a free NSW Government service supporting workers (and their families) who have accepted a job with Western NSW LHD in most locations. The service helps with housing, schooling, partner work and community connections. Find out more at https://www.nsw.gov.au/regional-and-primary-industries/makethemove/welcome-experience
A career with Western NSW means you can challenge yourself, make an impact and shape the future of rural health. To explore the benefits of a career in our Local Health District, visit the WNSWLHD website.
To apply for this role:
· Click ‘Apply’
· Create a profile in the Recruitment & Onboarding (ROB) System or sign in using your existing login
· Upload your current resume
· Answer the selection criteria
Role-related enquiries: Please contact Talena Burgess, Patient Services Manager on (02) 639 3115 or at for more information.
Additional information for applicants:
· All suitably qualified Aboriginal people are encouraged to apply for this position. This is a targeted position under GSE Rule 26. Where possible, affirmative action will be applied to support employment of eligible persons.
· This recruitment may be used to create an Eligibility List for similar roles in the future.
· Western NSW LHD can provide reasonable adjustments in the workplace. Applicants who provide information on an injury, health condition, or disability in their pre-employment forms will receive a functional assessment from our Risk Management Unit (RMU). This review will consider the applicant’s needs and what reasonable adjustments and workplace supports are available to support their employment journey.
· Western NSW LHD is committed to the safety and wellbeing of every child in our care. All staff in WNSWLHD are required to provide a safe and supportive environment for children, while working to protect them from harm and abuse. For more information on the Child Safety Standards, visit: NSW Government - Office of Children's Guardian
· Western NSW is committed to creating a safe and accessible workplace that promotes diversity, inclusion and belonging. As a vibrant and diverse region, rich in community and culture, we welcome applications from all people to build a respectful workplace dedicated to delivering the best health outcomes for our community.
· To find out more about the remuneration and conditions, visit NSW Public Health System Awards
· For more information, visit a Guide to Employment with WNSWLHD