Vascular Registry Admin Coordinator

Job overview

The Vascular Registry Admin Coordinator plays a pivotal role in supporting 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 be responsible for managing administrative processes that underpin high-quality vascular care, including RTT tracking, clinic coordination, and audit support.

We have 1 positions available which 18.5 hours per week. There is some flexibility of days and hours worked.

Main duties of the job

• 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.

Detailed job description and main responsibilities

Main Duties and Responsibilities

Oversee the patient pathway and ensuring that all necessary appointments, including outpatients, surgery, etc, are arranged on time.

Ensure that diagnostics and tests are processed as requested and that patients receive timely treatment, thus meeting the Trust and national standards

Deal with telephone and face to face enquiries from patients, relatives carers and all staff groups providing information, directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery.

Deal with concerned patients/relatives with tact, patience and discretion, especially when conveying sensitive information.

On receipt of test/investigation results, retrieve relevant patient notes and alert the Clinical teams of any urgent or abnormal test results ensuring that relevant action is taken.

Maintain confidentiality at all times.

Receive and take relevant action on telephone calls and other enquiries from key contacts, dealing with internal and external sources to resolve any problems, queries or complaints, making appointments and arranging visits and meetings, where appropriate.

Maintain diaries, assist in scheduling consultant workload and communicate with other relevant parties concerning the planning and rescheduling of work, as necessary.

Use the relevant Trust databases and patient administration systems and ensure that all data is correct and up-to-date.

Advise junior medical staff of clinical commitments, as necessary.

Open post and prioritise for Consultant, dealing with matters not requiring the Consultant’s attention.

Provide a general administrative service including photocopying, filing, and other office routines.

Compile and review office protocols, modifying working practices where necessary, ensuring that protocols are up to date and contain all the relevant procedures to support any relief medical secretaries, clerical staff and new staff who may be required to support the office.

All patients’ notes to be correctly completed with the patient details and accurate copies of investigative reports and correspondence uploaded into paperless medical records, following laid down guidelines.

To use the computerised patient management system regarding identification of outpatient, inpatient and waiting list data. Ensure all clinical coding is completed accurately.

Communicate with other departments to ensure timely availability of patient x-rays and results of tests and investigations.

To provide cover for team members during sickness absence and annual leave.

Participate in audits, as required.

Provide support with training new staff where required, demonstrating duties to new starters.

Maintain up-to-date personal awareness and knowledge of Trust wide issues and directives, applying knowledge in the workplace, including attending appropriate directorate briefings and meetings.

Any other duties commensurate with the grade and in line with the requirement of the post.