Pathway Co-ordinator Rainbow Centre
The closing date is 20 May 2026
* Right to work: We actively promote diversity and inclusion. Please note that this role is unlikely to meet the eligibility requirements for sponsorship under the Health and Care visa route. We recommend that you assess your eligibility before applying for this position. Visit Health and Care Worker visa: Overview - GOV.UK
The Rainbow Centre is the base for Safeguarding and Statutory Services at Alder Hey Children's NHS Foundation Trust. The service is responsible for fulfilling the statutory and safeguarding requirements of the Trust. The service aims to provide high quality and holistic family centred care, which broadly includes:
* To provide an assessment facility for children and young people where there is suspected physical abuse, neglect or sexual abuse.
* To provide specialist safeguarding and children in care advice and safeguarding supervisory support to Alder Hey staff.
* To interface with multi-agency partners to safeguarding vulnerable children, young people and adults.
* To develop and deliver safeguarding, children in care, and child sexual abuse specialist training for internal and external colleagues.
The purpose of this post is to provide a comprehensive safeguarding administrative service within the Rainbow Centre. The post holder's main duties will include planning, organising, and coordinating the work of the department.
Main duties of the job
The department is a fast‑paced, high‑pressure environment and addresses emotive subjects on a daily basis. The post holder will need to adapt to changing priorities quickly and confidently, demonstrate emotional resilience, and work well under pressure to meet the needs of the service.
The post holder will be responsible for a range of administrative tasks, including:
* Administrative tasks relating to the referral process.
* Coordinating and minuting confidential meetings.
* Typing and formatting medical reports.
* Booking and scheduling appointments for children and young people accessing the service.
* Diary management.
* Database management.
* Data validation.
* Producing analytical reports.
* Monitoring timeliness of appointment outcome documentation, and escalating non‑compliance in line with Trust expectations.
* Managing correspondence through telephone, email & post.
* Stock control for office supplies.
* Raising and receipting invoices.
* Administrative tasks related to training delivery.
* Reviewing and editing special indicators in the electronic patient record (EPR).
* Uploading multi‑agency documentation to the EPR.
* Any other activities and duties relevant to the role.
Job responsibilities
COMMUNICATION SKILLS:
* Communicate professionally and effectively with patients/parents/carers, the general public and all internal and external agencies both verbally and non‑verbally in a timely manner.
* Ensure diplomacy, empathy and confidentiality when dealing with distressed children/young people/parents/carers.
* Liaise with clinical and non‑clinical staff to resolve any issues that may arise, to the mutual benefit of all concerned.
* Meet and greet external visitors to the department in a professional and polite manner.
* Attend and contribute to departmental meetings, team briefs etc.
* Undertake minute taking responsibilities at multi‑agency professional meetings.
ANALYSIS AND JUDGEMENT SKILLS:
* Typing of minutes of meetings and general departmental correspondence when required and within locally agreed timescales.
* Typing of reports, court reports, statements relating to the child and attendances within the department.
* Work flexibly to ensure the needs of the service are met at all times.
* Assist the management team in addressing any complaints within the agreed timescales which may have been received within the Clinical Business Unit.
* Exercise judgement and initiative in order to manage the workload effectively and efficiently, taking appropriate action to resolve any issues, liaising with appropriate personnel and seeking guidance from the Line Manager when required.
* Support Clinicians in identifying how data can be captured and managed securely in line with the Information Governance and Data Quality Policies.
* Provide data and reports as requested by senior management team to support governance and assurance requests internally and externally.
PLANNING AND ORGANISATIONAL SKILLS:
* Undertake a key role in ensuring the delivery of a high quality patient pathway by working closely with clinical teams to meet national and locally agreed targets by monitoring clinic templates, waiting lists and working closely with the management team to address any issues.
* Ensure clinical teams respond and action referrals within locally agreed timescales, ensuring a clear audit trail.
* Co‑ordinate investigations and follow up on results, ensuring all results have been brought to the attention of the clinical team. Establish a clear audit trail to ensure actions have been dealt with.
* Have a clear understanding of current Government and locally agreed targets, ensuring key performance indicators are achieved by working in conjunction with the clinical and management teams.
* Support the day to day organisation of the clinical teams by managing diaries, co‑ordinating meetings, ensuring appropriate documentation available for meetings/lectures, preparation of documents/presentations, attending meetings to take minutes and typing of agendas/minutes.
* Co‑ordinate national and international meetings/conferences including travel arrangements, accommodation etc.
* When required, assist in the co‑ordination of training programmes for junior staff, whether it be medical or administrative staff, in conjunction with clinical and management teams.
* When required, assist clinical team with preparation of lectures, exams, research articles and liaising with academic and Research & Development departments.
* Adapt a flexible attitude to meet the needs of the service, taking into consideration each department’s unique specialty and the subsequent requirements of such specialist services.
* Cover Rainbow Centre reception desk when required.
* Manage Rainbow Centre diary to ensure the smooth running of the department.
PHYSICAL SKILLS AND DEXTERITY:
* Required to sit in a restricted position for prolonged periods whilst inputting data and typing.
* Required to have prolonged use of a VDU screen.
* The post holder may be required to handle and move heavy objects, such as case notes and stationery stores etc.
* The post holder may be required to pull, lift and carry case notes.
* The post holder will require advanced keyboard skills.
PATIENT/CLIENT CARE:
* Proactively manage telephone calls, many may be of a sensitive nature from patients/parents/carers or from other healthcare professions, all of which require a high level of patient confidentiality and sensitivity.
* Responsibility for providing accurate, up to date, non‑clinical advice relating to queries into the department.
* Speak with all children, young people and families in a respectful manner.
POLICY & SERVICE DEVELOPMENT:
* To comply with all Trust and local departmental policies and procedures.
* Undergo all statutory/mandatory training as and when required.
* To take reasonable care for the health and safety of oneself, as well as others.
* Adhere to Trust risk management policies to ensure a safe working environment.
* Responsible for the general housekeeping of own work area and departmental common areas, reporting any faulty or broken equipment and adhering to the Trust Risk Management Strategy.
RESPONSIBILITY FOR FINANCIAL & OTHER RESOURCES:
* To ensure all charitable donations received are dealt with in line with Trust policies.
* Responsible for ensuring Trust equipment and resources are maintained, reporting any faulty equipment to the Estates Department.
HUMAN RESOURCES & TRAINING:
* Provide leadership and day to day supervision to junior members of the team to ensure quality and consistent procedures and practices are in place to provide a high quality service to the clinical and management teams.
* Provide full support to Line Managers at all times.
* Provide cover in the absence of other Pathway Co‑ordinators to ensure the smooth running of the service during planned and unplanned leave.
* Use initiative, working autonomously within the remit of the role.
* Oversee the daily workload of the department, prioritising tasks where appropriate and ensuring excellent communication skills at all times.
* Prepare and implement local induction packages to meet the needs of the service.
* Offer training and support to new members of staff or students within the department, including training in any new technology whilst ensuring some level of responsibility for their workload until competencies have been met.
* Undergo continuous professional development as identified in personal development plan/review, in conjunction with the Knowledge & Skills Framework (KSF) outline for this post.
IT OR OTHER INFORMATION SYSTEMS/RECORD KEEPING:
* Follow consultation, co‑operate in the introduction of new technology and new working practices, in addition to those already in place as it may apply to the work of the administrative service.
* Ensure all information on the Patient Administration System is updated and accurate, in line with the Trust Data Quality Policy and liaise with colleagues as required, ensuring any necessary changes are actioned.
* Ensure that information systems accurately record the stage of the patient journey in line with national and locally agreed policies and procedures.
* Undertake regular refresher training in information technology to ensure knowledge and skills are kept up to date.
* Ensure any other patient identifiable information (other than that stored on the Patient Administration System) is stored and used in line with the Trusts Information Governance Policy.
* When required, create, maintain and update databases specific to the specialty requirements.
RESEARCH & AUDIT:
* The post holder may be required to undertake audits of their own workload, as well as that of the supporting team, in conjunction with the requirements of the management team, e.g. telephone audit.
* Update and maintain specialty specific databases for audit purposes as and when required.
MANAGEMENT & LEADERSHIP:
* Promote a working culture that improves quality and efficiency within the department.
* Support the management team with the identification of more efficient ways of working within area of responsibility.
* Comply with all Trust and department policies and procedures.
Person Specification
Education and Training
* At least two years' experience as a medical secretary, AMSPAR Diploma or equivalent qualification.
* Proficient in the use of Excel, Word and Powerpoint.
* Audio typing and word processing skills at 60wpm, Administration or RSA level III qualification or equivalent.
* BTEC or equivalent level of knowledge on a range of Trust policies and management procedures, requiring experience or ongoing further development/ training, e.g., Team Leading & Management.
Experience
* The use of information systems, e.g., word processing packages, spreadsheets, databases, patient administration system, email etc.
* Ability to work without direct supervision.
* Be able to adopt a flexible approach when required by the needs of the service.
* Experience of conducting personal development plans.
* Developing and maintaining data collection systems.
Knowledge
* Ability to demonstrate an understanding of the importance of confidentiality and the Data Protection Act.
* Have worked within a safeguarding team and/or have knowledge of child protection team function.
* Court system and Access to Records request function.
Skills
* Excellent communication skills, both verbally and non‑verbally when dealing with patients/relatives and other internal and external agencies especially when providing or receiving complex or sensitive information.
* Observe and adhere to all Trust policies and procedures.
* Ability to demonstrate excellent leadership skills, including leading change, empowering others, and holding people to account.
Personal Attributes
* Demonstrate the ability to organise own duties and prioritise tasks within a busy team environment.
* Undertake further training as part of continuous professional development.
* Able to manage own emotions and assumptions when working with children/YP and families where there is evidence of child abuse.
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.
Alder Hey Children’s NHS Foundation Trust
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