University Hospital of North Midlands NHS Trust
Cardiac Patient Coordinator
The closing date is 30 March 2026
At present, University Hospitals of North Midlands is unable to offer visa sponsorship for Band 2 to Band 4 roles, as these positions do not meet the minimum salary and skill thresholds required under UK Visas and Immigration (UKVI) regulations.
This is an exciting opportunity for a committed and highly-motivated Patient Coordinator. Presenting a positive, professional image of the organisation and the Cardiac Rehabilitation team. Ensuring that the patient journey from receipt of referral letter to appointment in clinic and any subsequent follow‑up appointment is patient‑focussed, efficient and effective. Working to key performance indicators, ensuring that patients do not wait any longer than necessary for their appointment.
Main duties of the job
Providing administrative duties for the Cardiac Rehabilitation department as required. Maintaining close links with patients who are referred. Being proactive when feedback is given from both the patients and clinics. Advising any issues with patients, cancellations and capacity issues to relevant management. Type letters for attention of GP's and other internal departments to keep them up to date with the progress Cardiac Rehabilitation has made to patients they have referred to us. Also informing them when a patient has not turned up for their appointment or completed the entire programme with us. Ensure stationery and equipment is stocked and place order when stock is low. Book rooms for extra clinics to be held when necessary. Provide departmental statistics relating to patient's referrals, areas and wait times and convert this into percentage for monthly rehab progress meetings. Attend meetings on behalf of Rehab as and when required
About us
University Hospitals of North Midlands NHS Trust is one of the largest and most modern in the country. Based across two sites, Royal Stoke in Stoke‑on‑Trent and County Hospital in Stafford, we are proud to serve around three million people and we're highly regarded for our facilities, teaching and research. We are the specialist centre for major trauma for the North Midlands and North Wales.
All of our employees make a valuable contribution regardless of role here at UHNM and we are proud of our wide range of development packages aimed at ensuring that everyone has the opportunity to fulfil their true potential.
UHNM create and encourage a culture of inclusion, providing equal opportunities for career development that are fair and transparent. We are committed to being a diverse and inclusive employer and foster a culture in which all staff feel valued and respected. In return we ask all of our employees to make a commitment to the values, co‑created by staff, patients and carers, and that unite us as a Trust.
At University Hospitals of North Midlands NHS Trust we know that investing in, supporting and developing our staff has a direct impact on the quality of care that we deliver. Our employees are as important as our patients and the population that we serve.
Job responsibilities
To act as a focal point for all administration duties relating to the management of patient appointments within the Cardiac Rehab department and the smooth running of the rehabilitation clinics both UHNM and community based.
Developing close links with clinicians, physiologist, clinic based nursing staff, and Service Line Management Teams.
Communicates work procedures within own team making sure that patients attending for an appointment receive high quality care that is complimented by administrative processes of a high standard.
To establish close communications with the Directorate Managers and Clinicians to ensure the utilisation of clinic slots and the coverage of the clinics.
To meet with physiologist and Clinic Managers to provide information relating to the running of their clinics.
To work with the physiologists in developing clinic booking rules designed to meet waiting times targets.
Arranging for patient notes to be on clinic for appointment date
Ensure that the patient Access Policy is adhered to at all times and communicate any issues accordingly.
To supply information to individuals and organisations as requested and agreed.
To maintain close liaison with clinical and medical staff and ensure there is a seamless service for patients.
Required to maintain and keep the current skill sets required for the post.
A good knowledge and understanding of reception, appointments and clinic management.
Experience of working in the healthcare environment.
Minimum of 3 years working within an Administrative post.
To ensure that any cancellation slots are refilled where possible.
Judgements involving facts or situations, some requiring analysis.
Plan and organise straightforward activities.
To work with Physiologists to ensure the correct quota of patients are booked onto clinics with a methodical flow of timeslots. In addition, ensure there are no slots vacant on clinics unnecessarily.
To proactively plan ahead with Physiologists any future capacity issues such as any Bank Holidays, annual and study Leave.
To proactively monitor and manage the clinics making sure that patients arent disrupted unnecessarily and any disruption is kept to a minimum escalating any issues to the clinic managers as and when required.
To ensure referrals are dealt with in an appropriate and timely manner working in collaboration with the Clinic Managers and Health Records.
Physically skills obtained through practice/advanced keyboard skills.
Keyboard skills for regular use of computer systems.
To proactively monitor and manage the clinics to ensure that patients experience minimum disruption when clinics are rescheduled during periods of medical staff absence escalating any issues to the clinic manager.
Provides non‑clinical advice, information to patients/clients/relatives.
Provide information, non‑clinical advice and information on rehabilitation procedures, appointments and clinical arrangements
To assist the in the investigation of complaints as appropriate.
To be a point of information and advice in relation to the CAREFLOW, Iportal, MEDISEC system.
Implement policies and propose changes to practices, procedures in own work area.
Implement waiting list procedures and contribute to policies and procedures.
Develops policy/procedures for staff under supervision
To work flexibly and offer support to other colleagues including cover in times of absence.
Works within policies and procedures
To manage own workload
Works to achieve agreed set objectives.
Requires minimal physical effort. Combination of sitting, standing and walking
Light physical effort
Data inputting at a VDU screen is major part of the job function.
Requires concentration with regular interruptions during the working day with an often unpredictable work pattern.
Exposure to occasional distressing or emotional circumstances.
Dealing with patient complaints, interacting with depressed patients and sometimes terminally ill patients.
To take every reasonable opportunity to maintain and improve your professional knowledge and competence
To participate in personal objective setting and review, including the creation of a personal development plan and the Trusts appraisal process.
Person Specification
Qualifications
* 4 GCSE's (and above including Maths and English) or equivalent.
* Experience and/or qualifications in secretarial duties.
Knowledge, Skills, Training and Experience
* Experience of hospital administrative operating systems.
* Experience within an NHS administrative team
* Experience of direct patient / public contact
* Ability to prioritise workload in response to service need
* Ability to work autonomously and be accountable for own actions
* Ability to maintain confidentiality and deal with situations in a sensitive manner
* Administrative experience within the department of cardiology
* Knowledge of medical terminology
Personal Qualities
* Positive mindset in respect of supporting
* Emotional effort; the post holder will at times be exposed to distressing and emotional circumstances
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.
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