University Hospitals of North Midlands NHS Trust
Cardiac Patient Coordinator
The closing date is 21 May 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. The role presents a positive, professional image of the organisation and the Cardiac Rehabilitation team. You will manage the patient journey from receipt of referral letter to appointment in clinic and any subsequent follow‑up appointment, ensuring it is patient‑focused, efficient and effective. Work to key performance indicators, ensuring patients do not wait any longer than necessary.
Main duties of the job
* Provide administrative duties for the Cardiac Rehabilitation department as required.
* Maintain close links with patients who are referred.
* Proactively respond to feedback from patients and clinics.
* Advise management of issues with patients, cancellations and capacity.
* Type letters to GPs and other internal departments, updating on progress and, if applicable, no‑show or programme completion.
* Ensure stationery and equipment are stocked, and place orders when low.
* Book rooms for extra clinics when necessary.
* Compile departmental statistics on patient referrals, areas and wait times, converting to percentages for monthly rehab progress meetings.
* Represent Rehab in meetings as 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 serve around three million people and are 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. We offer a wide range of development packages that give everyone the opportunity to fulfil their true potential.
UHNM creates and encourages 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.
Investing in, supporting and developing our staff has a direct impact on the quality of care we deliver. Our employees are as important as our patients and the population that we serve.
Job responsibilities
* 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 at UHNM and community based.
* Develop close links with clinicians, physiologists, clinic‑based nursing staff, and Service Line Management Teams.
* Communicate work procedures within the own team, ensuring patients receive high‑quality care complemented by administrative processes of a high standard.
* Establish close communications with Directorate Managers and Clinicians to ensure utilisation of clinic slots and coverage of the clinics.
* Meet with physiologists and Clinic Managers to provide information relating to the running of their clinics.
* Work with physiologists to develop clinic booking rules designed to meet waiting time targets.
* Arrange for patient notes to be on clinic for appointment date.
* Ensure the patient Access Policy is adhered to at all times and communicate any issues accordingly.
* Supply information to individuals and organisations as requested and agreed.
* Maintain close liaison with clinical and medical staff to ensure a seamless service for patients.
* Keep current skill sets required for the post.
* Have good knowledge and understanding of reception, appointments and clinic management.
* Have experience of working in the healthcare environment.
* Minimum of 3 years working within an administrative post.
* Ensure cancellation slots are refilled where possible.
* Use judgement involving facts or situations, some requiring analysis.
* Plan and organise straightforward activities.
* Work with physiologists to ensure the correct quota of patients are booked onto clinics with a methodical flow of timeslots, and avoid unnecessary vacant slots.
* Proactively plan ahead with physiologists any future capacity issues such as bank holidays, annual and study leave.
* Proactively monitor and manage the clinics to ensure patients aren’t disrupted unnecessarily and escalated any issues to the clinic managers as required.
* Ensure referrals are dealt with in an appropriate and timely manner in collaboration with Clinic Managers and Health Records.
* Have physical skills obtained through practice/advanced keyboard skills.
* Use keyboard skills for regular use of computer systems.
* Proactively monitor and manage the clinics to ensure patients experience minimum disruption when clinics are rescheduled during periods of medical staff absence, escalating any issues to the clinic manager.
* Provide non‑clinical advice, information to patients/clients/relatives.
* Assist in the investigation of complaints as appropriate.
* Be a point of information and advice in relation to the CAREFLOW, Iportal, MEDISEC system.
* Implement policies and propose changes to practices and procedures in own work area.
* Implement waiting list procedures and contribute to policies and procedures.
* Develop policies/procedures for staff under supervision.
* Work flexibly and offer support to other colleagues, including cover in times of absence.
* Work within policies and procedures.
* Manage own workload.
* Work to achieve agreed set objectives.
* Require 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 and often an unpredictable work pattern.
* Exposure to occasional distressing or emotional circumstances, including patient complaints, interacting with depressed patients and sometimes terminally ill patients.
* Take every reasonable opportunity to maintain and improve professional knowledge and competence.
* Participate in personal objective setting and review, including the creation of a personal development plan and the Trusts appraisal process.
Person Specification
Qualifications
* 4 GCSEs (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.
* Emotionally resilient; the post holder will be exposed to distressing and emotional circumstances at times.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and a submission for Disclosure to the Disclosure and Barring Service (formerly CRB) is required to check for any previous criminal convictions.
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