Overview
The Vascular Registry Admin Coordinator supports the vascular service by ensuring accurate and timely data entry into the National Vascular Registry (NVR), coordinating patient pathways, and facilitating communication across multidisciplinary teams. The post holder will manage administrative processes that underpin high-quality vascular care, including RTT tracking, clinic coordination, and audit support. There is 1 position available for 18.5 hours per week, with some flexibility of days and hours worked.
Main duties and responsibilities
* Input and update patient data into the NVR with precision and timeliness.
* Monitor and validate waiting lists, clinic capacity, and appointment tracking using Excel and EPR systems.
* Support national audit submissions and ensure compliance with data quality standards.
* Understand and apply the 18-week RTT pathway.
* Accurately record clock starts and stops (e.g. referral date, first seen, decision to admit).
* Ensure timely dispatch of clinic letters and follow-up on diagnostics.
* Liaise with vascular surgeons, radiologists, and scientists to organise imaging and procedures.
* Act as a single point of contact for the vascular team across multiple hospital sites.
* Support the smooth running of MDT meetings, including minute-taking and outcome documentation.
* Identify inefficiencies and propose solutions (e.g. new trackers, templates, or digital tools).
* Contribute to service development initiatives and clinical research support.
* Assist in recruitment coordination and onboarding of new admin staff when needed.
About the organisation
Northampton General Hospital is one of the largest employers in the area, with divisions focused on improving efficiency through updates, modernisation, and development. The organisation is part of the University Hospitals of Northamptonshire and has entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust.
Excellence values
* Compassion
* Accountability
* Respect
* Integrity
* Courage
Equality, diversity and inclusion
We recruit to deliver services across the University Hospitals of Northamptonshire and promote vacancies to all communities. We are a Defence-positive trust, supporting reservists, veterans, spouses and partners. We encourage applications from people who identify from protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds, and we strive for an inclusive and collaborative environment. We have active Networks that promote and support colleagues from all backgrounds to ensure everyone feels supported and valued.
Details
Date posted: 05 September 2025
Pay scheme: Agenda for change
Band: Band 4
Salary: £27,485 to £30,162 a year (Pro Rata)
Contract: Permanent
Working pattern: Part-time
Reference number: 265-7399810
Job locations
Northampton General Hospital, Cliftonville, Northampton, NN1 5BD
Job description and responsibilities
Main Duties and Responsibilities
* Oversee the patient pathway and ensure that all necessary appointments, including outpatients and surgery, are arranged on time.
* Ensure that diagnostics and tests are processed as requested and that patients receive timely treatment, meeting Trust and national standards.
* Handle telephone and face-to-face enquiries from patients, relatives, carers and staff, providing information and prioritising queries to ensure efficient service delivery.
* Communicate with patients and relatives with tact and discretion, particularly when conveying sensitive information.
* On receipt of test results, retrieve relevant notes and alert clinical teams to urgent or abnormal results for appropriate action.
* Maintain confidentiality at all times.
* Receive and action enquiries from internal and external sources, arranging appointments and visits as needed.
* Maintain diaries, assist in scheduling consultant workload, and coordinate planning and rescheduling of work.
* Use relevant Trust databases and patient administration systems to ensure data accuracy and up-to-date records.
* Advise junior medical staff of clinical commitments as necessary.
* Open post and prioritise for Consultants, handling matters not requiring direct Consultant attention.
* Provide general administrative support including photocopying, filing, and office routines.
* Develop and review office protocols, ensuring they are current and useful for clerical staff and new starters.
* Ensure patient notes are complete and uploaded into paperless medical records per guidelines, including correct outpatient, inpatient, and waiting list data and clinical coding.
* Coordinate with other departments to ensure timely access to X-rays and test results.
* Provide cover for team members during sickness or leave as required.
* Participate in audits and support training for new staff as needed.
* Maintain up-to-date knowledge of Trust-wide issues and directives and apply them in the workplace.
* Perform any other duties commensurate with the grade and post requirements.
Qualifications and experience
Education, Training and Qualifications
* Essential: Educated to GCSE level, or equivalent; accurate keyboard skills to RSA2 or equivalent.
* Desirable: Strong experience of audio typing.
Knowledge and Experience
* Essential: Ability to prioritise own workload; able to meet deadlines and targets; experience with audio typing on a digital dictation system.
* Desirable: Experience of working within the NHS; knowledge of RTT pathways.
Skills
* Essential: Effective written and verbal communication; accuracy; strong attention to detail.
* Desirable: Advanced keyboard skills.
Key competencies, personal qualities and attributes
* Ability to work on own initiative or as part of a team
* Understand the need for confidentiality
* High level of concentration
* Approachable and supportive to others
* Self-motivated
Disclosures
Disability and Disclosure information: This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and will require submission for Disclosure to the Disclosure and Barring Service (DBS).
Certificate of Sponsorship: Applications from job seekers who require Skilled Worker sponsorship to work in the UK are welcome and will be considered alongside all other applications.
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