Referral and Tracking Coordinator

Integrated Care System; Gobowen; On-site; GBP 25,000 - 35,000; Full time

Job summary

The Integrated Care System is seeking a dedicated Referral and Tracking Coordinator to join the Montgomery Administrative team for a fixed-term contract. This role ensures effective patient referral management and data analysis within a leading orthopaedic hospital, contributing significantly to patient care and operational efficiency. With a focus on excellence and patient satisfaction, this position offers a unique opportunity to thrive in an engaging environment with numerous development opportunities.

Benefits

Outstanding professional development opportunities

State-of-the-art facilities

Qualifications

• Educated to GCSE Level or equivalent required.
• NVQ in Business Administration or Equivalent experience preferred.
• Experience in using patient administration systems necessary.

Responsibilities

• Manage patient pathways and track appointments as necessary.
• Ensure accurate submission of data for reporting.
• Support the Tumour Team in providing reports and analysis.

Skills

Advanced keyboard skills

IT literate

Communication

Education

GCSE Level or equivalent

Customer Services NVQ Level 3 - 4

NVQ in Business Administration

Tools

Excel

Word

Outlook

Job description

Go back Robert Jones and Agnes Hunt Orthopaedic Hospital NHS Foundation Trust

Referral and Tracking Coordinator

The closing date is 21 July 2025

We are looking for an enthusiastic and empathetic individual to join our Montgomery Administrative team as a Referral and Tracking Coordinator for a 9 month fixed term contract from September 2025.

This vacancy is open ONLY to employees of The RJAH Orthopaedic Hospital NHS FT, Shrewsbury & Telford NHS Trust, Shropshire Community NHS Trust and Shropshire Telford and Wrekin ICB. Only applications from candidates currently working in these organisations will be accepted.

Main duties of the job

The post holder will be at the forefront of the departments adaptation and on-going management of the Somerset data base system and subsequent reporting including COSD, GMOSS, PMBT and CWT, ensuring the national requirements are adhered to along with accuracy and validity of the data submission at all times.

The post holder will require a proactive, dynamic and problem-solving approach to data analysis and reporting, ensuring referrals coming into the unit are tracked from the current system onto the Somerset Software, that the information transferred is accurate and meets requirements forsubsequent reporting and therefore ensuring the trust is fulfilling the NHS E requirement.

As Referral Coordinator the post holder will be expected to manage patient referrals according to their urgency and priority, booking clinics and organising appointments again according to specific needs of the patient.

About us

The Robert Jones and Agnes Hunt Orthopaedic NHS Trust (RJAH)is one of the leading orthopaedic hospitals in the country, with some of the highest levels of staff and patient satisfaction, as well as a strong reputation for research and innovation.

Joining RJAH is more than just a job - we want our people to have the best opportunities to thrive in their role.We have a range of fantastic staff benefits on offer to everyone who joins RJAH and you'll have access to outstanding professional development opportunities and state-of-the-art facilities - including our recently-opened £6 million Headley Court Veterans' Orthopaedic Centre (the first unit of its kind in the UK).RJAH has strong links with a range of universities including Staffordshire, Keele, Glyndwr, Chester and Birmingham.The hospital is located on a site outside Oswestry in Oswestry, just off the A5. The nearest train station is in Gobowen, approximately two miles from the hospital. The station is part of the Chester to Birmingham line.We are based in North Shropshire, close to the border with North and Mid Wales. It is one of the most attractive parts of the country, with a rich historic culture and excellent transport links. It offers outstanding opportunities for anyone who enjoys an outdoor lifestyle or is looking to raise a family.

Job responsibilities

Timely and accurate submission of data from relevant systems for reporting of COSD, GMOSS, PMBT and CWT.

To manage patient pathways, tracking the pathway to ensure deadlines are met and booking appointments where appropriate.

Ensuring knowledge and expertise is used to interpret data and ensure its accuracy before submission

Develop and Provide accurate reports and analysis to support the Tumour Team in MDTs and Pathway Co Ordination and wider Trust requests.

Support the Team including Tumour Consultants, providing cover for colleagues during leave periods.

Responsible for ensuring all communication is accurately and appropriately undertaken using methods and terminology appropriate to the needs of the department and team.

To be highly skilled and experienced in the full range of organisational and administrative work practices, software programmes, and specialised functional terms

To be highly proficient and expert in Trust ICT systems, advising and guiding others in team, supporting new users and instructing them as necessary. Providing expertise and training in relation to Somerset and Tumour databases.

To use modern technology and Trust ICT systems to support the administrative tasks as necessary in daily work

To develop administrative systems consistent with the service improvement programme to streamline the patient journey and to ensure they meet the needs of the patient tracking process.

To use knowledge, and experience to meet the needs of the team by completing non-routine tasks on a daily basis.

To update skills as necessary and attend product training cascade updates to relevant departments and colleagues.

To work unsupervised, on a daily basis, prioritising own workload, using initiative as to what is routine and what is urgent.

To use agreed guidelines/procedures and developed knowledge/skills/qualifications when working autonomously and managing own work.

To ensure all mandatory training is completed and participate in yearly appraisals with line manager

Audits/deep dives to be undertaken when required on administrative tasks.

To maintain a safe office environment by reporting any hazard or repairs promptly to your manager

Where there is unexpected absence, escalate and maintain adequate stock levels for the department, using Trust systems to procure required items with support from the Assistant Service Manager.

To undertake any other such duties as may be required from time to time, that are consistent with the responsibilities of the grade.

To comply with the trust and departmental policies, guidelines and procedures in line with the trust vision.

Person Specification

Qualifications/Training

• Educated to GCSE Level or equivalent
• ILM First Line Management or equivalent
• Customer Services NVQ Level 3 - 4 or NVQ in Business Administration or Equivalent experience

Experience

• An understanding of Cancer Wait Time targets
• An understanding of National and Local wait time targets (RTT Referral to Treatment)
• Knowledge of Somerset database
• Previous NHS experience
• Previous experience of utilising hospital patient administration systems
• Previous experience of booking processes

Skills and Competencies

• Advanced keyboard skills
• IT literate. Knowledge/proficiency in the use of varied computer programmes (Excel. Word & Outlook)
• ECDL or equivalent
• Knowledge of National E-Referral System

Knowledge (including specialist or technical knowledge required)

• Staff Management /Supervisory Experience
• Staff Management /Supervisory Experience

Personal Qualities & Trust Values

• Friendly - patients, colleagues, public are always put at ease and made welcome
• Excellence - ensure the care we deliver has great outcomes for patients
• Caring - put the patient first and be considerate of their needs
• Professional - apply high professional standards to your role
• Respect - for patients and each other Motivate and lead a team
• Communicate effectively at all levels both verbally and in writing
• Deal with sensitive issues with tact and diplomacy (complaints/difficult or upset patients or staff)
• Remain calm under pressure and work to demanding deadlines
• Develop effective working relationships
• Work unsupervised managing own workload
• Flexible approach, ability to complete a variety of tasks at one time
• Professional manner, ability to work in a pressurised role and ensure self-motivation

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.

Robert Jones and Agnes Hunt Orthopaedic Hospital NHS Foundation Trust