TAVI MDT Coordinator

Liverpool Heart and Chest Hospital NHS Foundation Trust; Liverpool; On-site; GBP 28,000 - 31,000; Full time

Job summary

Liverpool Heart and Chest Hospital NHS Foundation Trust is seeking a highly organised TAVI Administration Co-ordinator to support the TAVI service and MDT meetings in Liverpool. The role focuses on accurate data, timely typing of documents, and coordination of patient pathways across the RTT framework.

The post requires proactive administration, collaboration with clinicians and service managers, and a commitment to NHS administrative standards within a Band 4 framework.

Qualifications

• GCSE English or equivalent.
• Knowledge of PAS and Microsoft Office.
• Experience with NHS administrative processes.
• Supervision or delegation of tasks experience.
• Ability to work as part of a team.

Responsibilities

• Coordinate MDT meetings and ensure timely data for clinical decisions.
• Track RTT referrals and escalate delays to management.
• Oversee audio-typing of clinical and non-clinical correspondence.
• Organise patient admissions and pre-operative appointments.
• Maintain patient pathways and communicate with clinical staff.

Skills

Excellent communication

Interpersonal skills

Prioritise workload

Reliable

Organisational skills

Time management

Flexible/adaptable

Independent working

Education

GCSE English or equivalent

Tools

PAS

Microsoft Office

Advanced keyboard skills

Secretarial procedures

Medical Terminology

Job description

Main area Medicine Grade Band 4 Contract Permanent Hours Full time - 37.5 hours per week (Monday to Friday) Job ref 410-MED-8256685

Employer Liverpool Heart & Chest Hospital NHS Foundation Trust Employer type NHS Site Liverpool Heart and Chest Hospital NHS Foundation Trust Town Liverpool Salary £28,392 - £31,157 per annum Salary period Yearly Closing 09/09/2026 08:00

Band 4

As the largest single site specialist heart and chest hospital in the UK, we, at Liverpool Heart and Chest Hospital, have a clear vision'to bethe best cardiothoracic integrated healthcare organisation'.

We provide specialist services in cardiothoracic surgery, cardiology, respiratory medicine including adult cystic fibrosis and diagnostic imaging, both in the hospital and out in the community.

We serve a catchment area of 2.8 million people, spanning Merseyside, Cheshire, North Wales and the Isle of Man, and increasingly we receive referrals from outside these areas for highly specialised services such as aortics.

Heart and lung disease continue to be amongst the biggest killers in the UK and the communities we serve are marked by increased prevalence of cardiovascular disease, higher levels of heart failure, hypertension, coronary artery disease and an ageing population.

Our reputation for strong performance is important in delivering the best care for our patients and high quality clinical services. This is underpinned by a culture of research and innovation, delivered in modern estate and facilitated by technology. New and upgraded clinical areas are designed with patients and families fully involved to deliver their needs.

As part of our long term plan, we aim to form strong clinical and organisational relationships where possible. There is clear evidence that partnerships improve patient care and enhance quality and we aim to collaborate with a range of other providers and professionals with the aimto extending access and improve quality.

Our vision is underpinned by five strategic goals:

• Quality:to deliver the highest quality, safest and best experience for patients and their families by providing reliable care
• Service and Innovation:to develop our service portfolio for patients by developing innovative models of care
• Value:to maintain financial viability, enhance service delivery and develop new models of care to improve the health of our patients and safely reduce costs
• Workforce:to be the best NHS Employer by 2019 by attracting and retaining the best staff to deliver excellent patient care
• Stakeholders:to develop productive relationships with key stakeholders in order to enhance our profile and reputation.

Our Mission

“Excellent, Compassionate and Safe care for every patient, every day”

Job overview

We’re looking for a highly organised and proactiveTAVI Administration Co-ordinator to play a vital role in supporting our specialist TAVI service and helping clinicians deliver outstanding patient care.

This is far more than a traditional administrative role you’ll be at the centre of a fast paced, highly skilled clinical team, ensuring the smooth running of the service and providing the accurate, timely information that directly supports clinical decision making at Multi-Disciplinary Team (MDT) meetings.

Main duties of the job

The TAVI Administration Co-ordinator will provide a comprehensive administrative service to support and cover the TAVI service and ensure the effective management of accurate and timely data to enable clinical decision-making at Multi-Disciplinary Team (MDT) meetings.

The post-holder will coordinate, proactively manage and track patients against the National Referral to Treatment (RTT) Standards. They will elevate problems to Divisional management and the TAVI Team in a timely manner so that remedial action can be taken where necessary to ensure the RTT targets are met.

The post holder will also coordinate the audio typing of clinical and non clinical correspondence within the service line and organise patient admissions and pre-operative appointments.

The post-holder will coordinate all aspects of the patient pathway in the TAVI service line and be responsible for prioritising work, reviewing work practices, setting up, managing and ensuring effective running of MDT meetings when required.

In addition the TAVI Administration Coordinator will be responsible for ensuring all patients referred for TAVI are monitored and tracked, and ensuring information is communicated to the appropriate clinical and administrative staff within the Trust. The post-holder will work across management teams.

Working for our organisation

As the largest single site specialist heart and chest hospital in the UK, we, at Liverpool Heart and Chest Hospital, have a clear vision 'to be the best cardiothoracic integrated healthcare organisation'.

We provide specialist services in cardiothoracic surgery, cardiology, respiratory medicine both in the hospital and out in the community.

We serve a catchment area of 2.8 million people, spanning Merseyside, Cheshire, North Wales and the Isle of Man, and increasingly we receive referrals from outside these areas for highly specialised services such as aortics.

Our reputation for strong performance is important in delivering the best care for our patients and high quality clinical services. This is underpinned by a culture of research and innovation, delivered in modern estate and our encouragement of flexible working in a variety of forms.

Detailed job description and main responsibilities

Managing MDT Meetings

• Coordination and management of the TAVI MDT meetings ensuring that dates and venues for the weekly meetings are booked for the full year and that all TAVI MDT members are aware of the details for the meetings.
• Ensuring all TAVI referrals are tracked and highlighted for discussion at TAVI MDT meetings, when results etc are available.
• Ensuring TAVI MDT members know which patients are listed for TAVIMDT meeting discussion so they can prepare slides, results and x-rays etc.
• Ensuring that case notes, diagnostic test results, x-rays, audio/visual equipment etc., are available for each patient.
• Ensuring an attendance register is kept; proformas outlining patient treatment options/decisions are completed.
• Keeping orderly filing systems for TAVI MDT documentation for review by Peer Review Teams.

Tracking and Case Management

• Work closely with consultants, specialist nurses, clerical and other staff to deliver a coordinated, consistent tracking and information service.
• Monitor the patients’ progress on the pathway and check daily to ensure that escalation points are adhered to.
• Ensure patients are booked into next events in line with national standards & Trust policies, communicating with key personnel to action fast-tracking etc where required.
• Highlight to Service Managers for escalation, those patients whose progress is likely to fall outside the agreed timescales.
• Ensure that patients who are suspended in line with the RTT guidance have their pathway adjusted and reinstated as appropriate.
• Liaise with other departments to ensure that investigations, opinions and treatments are sought in a timely fashion.
• Coordinating audio-typing of clinical and non-clinical correspondence within the service line and within set timescales.
• Ensuring patient access policy is adhered to

Weekly Performance Management Meetings

• Ensure preparation for weekly tracking/performance meetings, including patient pathway information from Patient Tracking List (PTL) reports, is completed.
• Present information to the Service Manager prior to all performance meetings.

Escalation of Actions

• Monitor the agreed timescales in the Trusts’ Escalation Policy.
• Escalate actions at the various levels as outlined in the policy
• Ensure that all relevant information is provided to the staff responsible for initiating escalation and alerts.

Reporting Breaches of the Target

• Identify breaches via the tracking systems, in accordance with the RTT guidance, and report these to key staff within the Trust.
• Ensure all breaches are identified and an initial report sent weekly to members of the TAVI team and Service Managers.

Communication

• Gather information from various sources to ensure that the patient benefits from improved and speedier communication.
• Communicate with key departments (diagnostics, clinic bookings etc.,) to ascertain if treatments conducted and to update records and databases.
• Organise, coordinate and present patient information to the weekly TAVI MDT meeting and communicate aspects of care requiring completion to clinical staff at these meetings.
• Communicate information on the patient’s progress on the care pathway to service managers and other staff at weekly tracking meetings to prevent breaches of the standards.
• Liaise and communicate RTT guidance and definitions to key staff within the Trust.
• Communicating with patients and patient relatives over the telephone, responding to their queries in a caring, sensitive and reassuring manner. Use initiative when dealing with and resolving patient enquiries, escalating as appropriate.
• Communicating with other Hospitals and external agencies
• Setting up and maintaining e‑mail groups, will be expected to use Intranet and Internet.
• Providing information to staff in other departments.

Policy & Service Development

• Being aware of and adhering to administrative procedures and protocols relevant to the post.
• Observing the provisions of and adhering to all Trust policies and procedures
• Required to comment on, implement and adhere to secretarial / administrative procedures and protocols.

Data Management

• Administration of waiting lists for elective procedures, organising pre-op appointments and admissions
• Using Waiting List functionality on PAS
• Planning and scheduling theatre/cath lab lists, according to patients’ clinical priority and length of wait
• Recording all information as required on PAS including amendments

General

• Attending team meetings where required
• Maintaining confidentiality and abide by the Data Protection Act.
• Being familiar with and following health and safety policy and procedures and to be aware of individual responsibilities under legislation, drawing any areas of potential risk to the attention of managers
• Ensuring completion of timely PDR/Appraisal process with designated line manager
• Being able to demonstrate Trust values and behaviours (outlined in staff handbook) at all times
• Undertaking any other duties which are deemed appropriate to the band

The above indicates the main duties of the post which may be reviewed in the light of experience and development within the service. Any review will be undertaken in conjunction with the post holder.

Person specification

Qualification and Education

• GCSE English or equivalent

Knowledge & Experience

• PAS
• Microsoft Office
• Conversant with Secretarial procedures/administrative practice
• Medical Terminology
• Supervision/ delegation of tasks
• Working in a team
• Maintaining Confidentiality
• Previous NHS experience
• Advanced Keyboard Skills

Skills & Abilities

• Excellent communication and Interpersonal skills
• Ability to prioritise workload
• Reliable
• Works to a high standard and good attention to detail
• Adaptable to change
• Excellent organisational and time management skills
• Flexible
• Working well to meet targets and deadlines.
• Positive and pro-active approach to work
• Sensitive and Caring
• Able to work on own initiative
• Accountable
• problem solving

Values & Behaviors

• Flexible
• positive approach to work
• diplomatic and calm under pressure
• ability to work flexibly and adapt to changes in work circumstances
• reliable and self motivated
• Able to work on own initiative and as part of a team
• Thoroughness and attention to detail
• Effective organisational, prioritising and time management skills
• demonstrate a proactive approach to work
• Strong interpersonal skills, concise verbal and written communication skills

Please review the job description and person specification carefully before applying to ensure that you meet the essential requirements for the post.

All applicants will be contacted and informed by email whether they were successfully shortlisted for interview.

As part of you pre-employment checks we will be required to obtain satisfactory references. We require at least one written reference from your current or most recent employer. We are only able to accept references from a professional work email address.

Employers are expected to implement the Care Certificate for all applicable new starters from April 2015. The Care Certificate aims to equip health and social care support workers with the knowledge and skills which they need to provide safe, compassionate care. We expect all new starters in clinical, patient facing posts (bands 1-4) to complete all 15 standards of the Care Certificate, within their first 6 months with the Trust.

Flexible Working applications will be considered in line the Trusts flexible working policies.

The Trust is a no-smoking site.

Please note UKVI guidelines prohibits sponsorship for all Band 2 and 3 posts. Guidelines state that many other posts are also not eligible for sponsorship. Please use UKVI guidance on Skilled Worker Visas to determine whether you would be eligible for sponsorship if you were to gain a conditional offer for this role.

If you are a Skilled Worker/ Health and Care visa applicant and you are coming to work in an occupation defined by the relevant Standard Occupational Classification (SOC) code, you will be required to provide a criminal record certificate from any country you have lived in for 12 months or more in the last 10 years, this is also applicable for your adult dependants.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Please ensure your read the job description and job specification fully before applying.

If you have any questions regarding the role, please do contact me via email.