Job vacancy: Gynaecology Coordinator, South Warwickshire University NHS Foundation Trust, Warwick

Job summary

Main area: Administration
Grade: Band 4
Contract: Permanent
Hours: Full time - 37.5 hours per week
Job ref: 203-FH1193

Employer: South Warwickshire University NHS Foundation Trust
Employer type: NHS
Site: South Warwickshire NHS Foundation Trust
Town: Warwick
Salary: £28,392 - £31,157 per annum
Salary period: Yearly
Closing: 28/07/2026 23:59

Gynaecology Coordinator

Band 4

South Warwickshire University NHS Foundation Trust is one of the top performing organisations within the NHS. Our staff think this is a great place to work and we hope you will agree. We have recently been rated as 'Outstanding' by the Care Quality Commission (CQC) following our most recent inspection.

We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the whole county. This includes our Community Teams in North Warwickshire.

We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity. Over 6000 people work for the Trust and many of them have been here a long time. People find they don’t need to go elsewhere to find a fulfilling career in healthcare.

The first thing you will notice about us is how we take our values seriously. We believe that our values underpin everything we do. If you are interested in a role with us you need to make sure our values match your own.

Our values can be summed up in one sentence. We are ‘Trusted to provide inclusive, safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.

Disclosure and Barring Service (DBS) Checks

Many of the roles we advertise have a requirement for a DBS check to be carried out. If you are successful for a role and it requires a DBS check the Trust will carry out the initial check and subscription to the DBS Update Service, however successful candidates will be expected to cover the associated costs . Details of this will be sent to successful candidates in their offer letter.

Probationary Period

All new staff to the Trust will be subject to a standard 3 month probationary period, the details of which will duly follow in your contract of employment.

Equality, Diversity, and Inclusion

South Warwickshire University NHS Foundation Trust is committed to creating and sustaining a positive and inclusive working environment for all our employees. Our aim is to ensure that employees are equally valued and respected and that our organisation is representative of all members of society. We define diversity as valuing everyone as an individual – we value our employees, job applicants, students, patients and visitors as people. This is reflected within our values of being Inclusive, Safe, Effective, Compassionate and Trusted.

As part of our commitment to Equality, Diversity and Inclusion we encourage all applicants to complete a short survey. This can be accessed via the link below:

https://forms.office.com/e/ahWY3eAGM2

We appreciate you completing the survey.

Agile and Flexible Working

All our staff will have a work base. However the Trust operates as an Agile Working Team therefore staff may be working from home on a regular basis as required by the service. However, occasionally travel around Warwickshire and into your base will be required so access to your own transport would be helpful.

The Trust also welcome staff to work flexibly and we would welcome the conversation at interview regarding flexible working.

Staff Benefits

The Trust offer a wide range of additional benefits to staff. Anyone who joins us on a substantive basis can assess things such as the Lease Car Scheme, Electronics Scheme, Discounted Leisure and Travel, Cycle to work scheme amongst many others available.

Car Parking

The Trust currently have limited availability of car parking spaces, as such are operating a waiting list for new starters joining the organisation.

To keep up to date on our latest recruitment activity follow us on twitter @swftrecruit or look us up on Facebook (Recruitment - South Warwickshire NHS Foundation Trust).

Visa Sponsorship

The Trust will only consider sponsoring staff for certain roles, however this will be considered on a case by case basis in line with current legislation. As an employer we are unable to offer sponsorship to all roles in particular we cannot offer sponsorship for roles below Band 5.

Detailed job description and main responsibilities

Coordinate patients across 2WW, 28-day Faster Diagnosis (FDS), 31-day and 62-day cancer treatment standards.

Liaise with diagnostic teams to prioritise and expedite colonoscopy, hysteroscopy, imaging, and other investigations.

Track RTT pathways escalate long waiters approaching 26- and 52-week thresholds.

Work closely with consultants, CNS teams, MDT coordinators, histology, and failsafe officers.

Maintain high standards of pathway data quality, validation and reporting.

Support clinicians, managers and administrative teams in delivering efficient patient pathways.

Contribute to service improvement and pathway redesign initiatives.

Liaise with MDT tracking coordinators to ensure accurate and up-to-date patient information.

Escalate delays to Consultants, Service Managers, and the General Manager as appropriate.

Chase histology results and escalate delays to minimise pathway breaches.

Contribute to weekly PTL (Patient Tracking List) meetings, escalating potential breaches.

Work closely with the Failsafe Officer to ensure follow-up appointments are arranged on time.

Provide cover for Failsafe Officer when required

Provide cover for reception and administrative tasks when required.

Communication Skills and Working Relationships

Communicate effectively with consultants, nursing staff, allied health professionals, administrative teams, cancer services, patient access teams and external providers.

Provide clear and timely information regarding pathway progress, delays and risks of breach.

Communicate complex or sensitive information relating to cancer pathways and RTT performance in a professional manner.

Provide advice and guidance to staff on pathway rules, escalation processes and data requirements.

Analytical and Judgement Skills

Analyse complex patient pathways across multiple systems to identify delays and data inconsistencies.

Apply national RTT and Cancer Waiting Time rules accurately.

Use judgement to prioritise patients at highest risk of breach.

Interpret performance reports and patient tracking lists.

Planning and Organisational Skills

Manage a high-volume caseload of complex patient pathways.

Plan and organise own workload to meet competing deadlines. • Coordinate appointments, diagnostics, and treatments to minimise delays.

Freedom to Act

Work independently within national guidance, Trust policies, and local access standards.

Use initiative to manage and escalate pathway issues appropriately.

Responsibility for Patient Care

Direct responsibility for coordinating patient pathways.

Ensure equitable, timely and safe access to diagnostics and treatment.

Responsibility for financial and physical resource

Raise and process purchase orders

Monitor and track locum hours and associated costs.

Assist with submission and validation of timesheets.

Support budget monitoring by tracking spends against allocated budgets and escalating variances where appropriate.

Responsibility for Information Resources

Maintain accurate and validated pathway data on Trust systems including EPR, Somerset and RTT tools.

Ensure compliance with Data Protection and Information Governance requirements.

Mental and Emotional Effort
Sustained concentration required to manage complex pathways.

Exposure to distressing cancer-related information and performance pressures.

Person specification

Qualifications

Essential criteria

Good general education or Equivalent experience gained through NHS work
Post basic qualifications to NVQ level/vocational level 3 or equivalent
Training and learning programmes/courses
Knowledge of secretarial and administrative procedures and systems, the majority of which are non-routine, acquired through training and experience ie ECDL or equivalent

Experience

Essential criteria

Significant or more experience within a Health Records and Outpatient Department
Specialist knowledge of Health Records and Outpatients functions
Previous NHS administrative experience in a patient-facing or pathway-tracking role.
Understanding of cancer pathways, Referral to treatment (RTT) rules, and national performance standards.
Knowledge of 2WW, 28-day faster diagnosis standards (FDS), and 62-day standards.

Skills

Essential criteria

Good working knowledge of electronic Patient Administration System (PAS)
Articulate and able to communicate clearly: verbally and written
Competent to communicate complex and sensitive issues with all grades of staff and public
Good interpersonal skills – able to work as a team
Able to use initiative and show practical skills and dexterity
Experience of Excel, Access and PowerPoint
Advanced keyboard skills for data entry Strong organisational and prioritisation skills.
Excellent communication and interpersonal abilities.
Proficient in using IT systems

Personal Qualities

Essential criteria

Responsible and reliable
Able to work effectively as a team member
Co-operative
Recognises own limitations
Receptive to change
Able to work autonomously and manage own workload

Desirable criteria

Able to implement new ideas to benefit patients, staff and working environment

Other Job Requirements

Essential criteria

Display a flexible approach to work and the ability to cope with changes in environment and new technology
Able to work under pressure and to deadlines
Keen to develop personal skills
Able to change duties at short notice

IMPORTANT INFORMATION

Sometimes we get a lot of applications for our roles. On those occasions we might close the job early. If you don’t want to miss out we recommend submitting your application as early as possible.

The Trust use an Applicant Management System called TRAC which helps us manage the recruitment process. All communications regarding your application will come via TRAC (even if you applied via NHS Jobs).

Please check your TRAC account regularly and ensure your email is set up to accept messages so they don't go into your junk/spam folder.

We aim to shortlist all vacancies within 2 days of the vacancy closing, we will get back to all candidates ASAP.

Please ensure all sections of the application form are completed fully. Please particularly ensure that you provide full details of all referees including business email address, telephone contact details and postal address.

South Warwickshire University NHS Foundation Trust is an equal opportunities employer who is committed to Equality and Diversity and does not tolerate discrimination or harassment on the grounds of any protected characteristic as defined by the Equality Act 2010.

All South Warwickshire University NHS Foundation Trust sites are smoke free. We feel it’s a great way to help our patients, visitors and staff stay healthy.

The Trust is part of a ‘Foundation Group’ through a strategic alliance with Wye Valley NHS Trust, George Eliot Hospital NHS Trust and Worcestershire Acute Hospitals NHS Trust. This partnership is great for the sustainability of all four organisations and allows us to share learning and maximise opportunities to ensure the delivery of high quality health and care services for our local populations.