Job summary
An exciting new opportunity has arisen within the Cardiothoracic Directorate for a permanent position as an Aortic Stenosis Coordinator.
We are seeking an experienced administrator to join the Aortic Stenosis Specialist Team. You should be self-motivated, reliable, well organised with excellent communication and interpersonal skills. You should be able to demonstrate administration experience with appropriate qualifications, be able to work efficiently and methodically, with good attention to details without direct supervision. The post holder should be flexible to the needs of the service with a positive and proactive attitude.
This role is crucial to providing and maintaining an efficient service for patients and their families. We are looking for someone who likes to collaborate with others as well as across our organisation.
- Interview Date Wednesday 07 May 2025
- 37 Hours 30 Minutes/Week
- You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy
NO AGENCIES PLEASE
Main duties of the job
- Plan and organise the necessary assessments, appointments, or investigations to fast track people back into the system if required which will require adjustments, as necessary.
- Document and monitor all aspects of care coordination and service delivery, supporting data collection for audit.
- To prioritise own workload effectively and efficiently ensuring consistent provision of service and working to tight deadlines.
About us
Our staff oversee over 6,500 patient contacts every day, delivering high standards of healthcare from the following sites:
o Freeman Hospitalo Royal Victoria Infirmary (RVI)o Health Innovation Neighbourhood (on the former Newcastle General Hospital and Centre for Ageing and Vitality site)o Newcastle Dental Hospitalo Newcastle Fertility Centreo Northern Centre for Cancer Care, North Cumbriao Northern Genetics Serviceo Cramlington Manor Walks
These include a range of flagship services which deliver cutting-edge care (supported by state-of-the-art diagnostic services in both radiology and pathology) and are a catalyst for innovation to support pioneering clinical practice in the NHS.
We also have offices at Regent Point in Gosforth and community sites.
Please see attached information on what Staff Benefits we have to offer at our Trust under 'Documents to download' or 'Supporting documents'.
For further information on The Newcastle upon Tyne Hospitals NHS Foundation Trust please visit: Careers | Newcastle Hospitals | NHS | Newcastle Hospitals and Newcastle Hospitals NHS Foundation Trust
Job description
Job responsibilities
- The Aortic stenosis coordinator will provide comprehensive administrative support to the TAVI team, including the whole aortic valve service. This role is crucial to ensuring the smooth running of the aortic stenosis pathway by facilitating efficient patient care and effective team operations.
- Play a vital role in coordinating patient pathways, liaising with multi-disciplinary teams and maintaining accurate records, ensuring compliance with hospital policies and standards.
- Act as a main point of contact for aortic stenosis referrals, managing general enquiries via telephone and e-mail communication.
- Provide efficient administrative support for the coordination of TAVI clinics and procedures, including diary management for clinicians.
- Support the TAVI specialist nurses in maintaining patient lists, ensuring they are accurate and up to date.
- Organise and schedule patient appointments, investigations, and procedures, liaising with various departments to ensure seamless patient journey.
- Monitor and manage patient referrals, ensuring they are appropriately logged and tracked.
- Ensure all relevant documentation is available for TAVI multi-disciplinary team (MDT) meetings and clinics.
- Maintain and update patient databases and spreadsheets, ensuring accuracy and confidentiality in line with GDPR.
- Assist with data collection and audits, supporting the team in preparing reports for service development and performance monitoring.
- Track and follow up on patient investigations, ensuring timely updates to patient records.
- Act as a liaison between the TAVI team, patients, and other departments, ensuring effective communication across all stakeholders.
- Provide patients and families with non-clinical information about the TAVI pathway, answering queries and directing them to the appropriate team members when necessary.
- Attend and provide administrative support for aortic valve MDT meetings, including minute-taking and action tracking.
- Support the TAVI nurse specialist by implementing and streamlining administrative processes of aortic stenosis service (single point of referral)
- Provide cross-cover for other administrative staff within the department, if required.
- Ensure all work adheres to Newcastle Hospitals policies, procedures, and values.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Job description
Job responsibilities
- The Aortic stenosis coordinator will provide comprehensive administrative support to the TAVI team, including the whole aortic valve service. This role is crucial to ensuring the smooth running of the aortic stenosis pathway by facilitating efficient patient care and effective team operations.
- Play a vital role in coordinating patient pathways, liaising with multi-disciplinary teams and maintaining accurate records, ensuring compliance with hospital policies and standards.
- Act as a main point of contact for aortic stenosis referrals, managing general enquiries via telephone and e-mail communication.
- Provide efficient administrative support for the coordination of TAVI clinics and procedures, including diary management for clinicians.
- Support the TAVI specialist nurses in maintaining patient lists, ensuring they are accurate and up to date.
- Organise and schedule patient appointments, investigations, and procedures, liaising with various departments to ensure seamless patient journey.
- Monitor and manage patient referrals, ensuring they are appropriately logged and tracked.
- Ensure all relevant documentation is available for TAVI multi-disciplinary team (MDT) meetings and clinics.
- Maintain and update patient databases and spreadsheets, ensuring accuracy and confidentiality in line with GDPR.
- Assist with data collection and audits, supporting the team in preparing reports for service development and performance monitoring.
- Track and follow up on patient investigations, ensuring timely updates to patient records.
- Act as a liaison between the TAVI team, patients, and other departments, ensuring effective communication across all stakeholders.
- Provide patients and families with non-clinical information about the TAVI pathway, answering queries and directing them to the appropriate team members when necessary.
- Attend and provide administrative support for aortic valve MDT meetings, including minute-taking and action tracking.
- Support the TAVI nurse specialist by implementing and streamlining administrative processes of aortic stenosis service (single point of referral)
- Provide cross-cover for other administrative staff within the department, if required.
- Ensure all work adheres to Newcastle Hospitals policies, procedures, and values.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Person Specification
Qualifications & Education
Essential
- GCSE English language and Mathematics (Grades 9-4) or equivalent qualification / experience
- NVQ 4 or 3 plus additional training to diploma level equivalent or equivalent qualification / experience
Desirable
- Coaching or teaching qualification
- Full European driving licence
Knowledge & Experience
Essential
- Relevant health or social care experience or equivalent
- Experience of multi professional working
- Understanding of patient-centred care
- Understanding of health/social care environment
- Knowledge of a range of work procedures and practices
- Knowledge of a full range of IT systems
Skills & Abilities
Essential
- Ability to work to tight deadlines
- Effective communication skills
- Excellent organisational skills
Person Specification
Qualifications & Education
Essential
- GCSE English language and Mathematics (Grades 9-4) or equivalent qualification / experience
- NVQ 4 or 3 plus additional training to diploma level equivalent or equivalent qualification / experience
Desirable
- Coaching or teaching qualification
- Full European driving licence
Knowledge & Experience
Essential
- Relevant health or social care experience or equivalent
- Experience of multi professional working
- Understanding of patient-centred care
- Understanding of health/social care environment
- Knowledge of a range of work procedures and practices
- Knowledge of a full range of IT systems
Skills & Abilities
Essential
- Ability to work to tight deadlines
- Effective communication skills
- Excellent organisational skills
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
