About this role
Job summary
An exciting opportunity has arisen for a Band 4 Data & Pathway Coordinator to join our team at the accredited Specialist Memory Service/Healthy Ageing Team in Milton Keynes. SMS provides early identification, assessment, diagnosis and support to clients who have dementia and their carers/families. The main responsibilities of this post will include: providing administrative support to MDT colleagues within the Memory Assessment Service, booking appointments, speaking with patient/families/carers, telephone duties and collecting and analysing data as required.
We are looking for someone who is dynamic, organised, who can work autonomously as well as part of the multi-disciplinary team and who can work in an efficient manner. You will be responsible to the team manager.
For an informal chat please contact Lorraine Shelby, Team Manager on 01908 801020
Main duties of the job
The Data & Pathway Coordinator role provides comprehensive administrative coordination across the assessment and patient pathway process, requiring a high degree of organisation, accuracy and independent judgement. The postholder is responsible for managing referral and assessment pathways, coordinating appointments and clinical activity, monitoring pathway progress and escalating delays or risks to ensure service targets are achieved.
The role includes responsibility for the collection, validation, analysis and monitoring of pathway and performance data, ensuring information recorded on clinical systems is accurate, timely and compliant with organisational and statutory requirements. The postholder produces and maintains reports, monitors key performance indicators, identifies data quality issues and works proactively with operational and clinical colleagues to resolve discrepancies.
The post requires the ability to prioritise competing demands, manage complex administrative processes and provide advice and guidance to staff, patients and external agencies regarding assessment pathways and associated procedures.
About us
There's a place for you at CNWL.We're passionate about delivering first-class patient-centred, safe and effective care, whether it is in a hospital setting, in a community clinic or in the patient's own home. Patients are at the heart of everything we do.Providing top quality care depends on our ability to employ the best people.We're always looking to recruit outstanding people who will go the extra mile to support our patients, colleagues, teams and the Trust. With every new employee we're hoping to find our future leaders and we'll support our staff by providing opportunities to develop your career. With a diverse culture and equally diverse range of opportunities across mental health, community services, addictions, eating disorders, learning disabilities and more - whatever stage of your career you're at, there's always a place for you at CNWL.
Job description
Job responsibilities
Please Note: This vacancy does not meet the criteria for Skilled Worker sponsorship, unless you meet the criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. Separate provisions are applied to workers who have been sponsored and held continuously Skilled Worker visa since prior to 04/04/2024."
As such, if you dont meet the Transitional Provision (above) we are unable to consider your application unless you can provide documentary evidence of your right to work in the United Kingdom. If you believe you are eligible for sponsorship or already hold a valid right to work in the UK, please ensure you provide full details of your immigration status in the Pre-Screening Immigration section of your application form.
Please Note: Role eligibility also depends on whether the role meets the salary threshold for the relevant occupational code (SOC CODE).
For further info please visit: Skilled Worker visa: Overview - GOV.UK
End-to-end pathway administration and coordination.
Monitoring and management of waiting lists and assessment activity.
Data validation, quality assurance and performance reporting.
Independent prioritisation and decision-making within agreed procedures.
Escalation and resolution of pathway delays and data issues.
Liaison with multidisciplinary teams and external stakeholders.
Service improvement and process development responsibilities.
Provide administrative support to clinical leads and pathway managers, particularly in managing waiting lists.
Communicate effectively with service users, carers, and staff, handling routine enquiries with tact and professionalism.
Use judgment to resolve queries and problems within the scope of the role.
Manage and prioritise workload independently
Accurately record information using electronic patient record systems.
Support service meetings by preparing documentation, taking minutes, and producing meeting records.
Assist with the implementation, maintenance, and use of mental health service databases, including data entry and extraction.
Maintain health records in line with Trust policies and procedures.
Collect, analyse, and report statistical data to support audits and service monitoring including wait list and all KPI targets
Provide guidance and support to reception and administrative staff, responding to queries from service users, families, and professionals as needed.
Person Specification
Education
Essential
- GCSE English and Maths Grade C and above or other equivalent qualification
- RSA 3 or NVQ 3 or equivalent secretarial experience or relevant qualification / experience
Other Requirements
Essential
- Evidence of personal development within administration
- Ability to exercise discretion and maintain confidentiality at all times.
- Ability to deal with staff and patients in a courteous, professional and helpful manner.
- Ability to work under pressure
- Enthusiastic and willing to learn
Skills & Knowledge
Essential
- A comprehensive working knowledge of the use of Microsoft Office software - Word, Excel, PowerPoint .
- Must be numerate and able to provide statistical data clearly and accurately.
- Ability to work positively in a team.
- Ability to work under pressure.
- To understand the principles and legislative framework around confidentiality.
- Demonstrate effective organisational ability over a wide range of tasks: e.g. filing, diary management, record keeping and statistics.
- Ability to multitask and deal with frequent interruptions and interventions when carrying out complex tasks.
- Ability to deal with complex and sensitive information.
- Ability to plan and prioritise workload.
- Ability to learn new skills and adapt to change.
Desirable
- Understanding of health & safety issues and risk assessment processes
- Understanding of the Data Protection Act and Issues around Confidentiality.
Experience
Essential
- Significant experience in an administration/secretarial post.
- Experience of front line customer service work
Desirable
- Previous experience within an NHS or local authority setting.
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.
Employer details
Employer name
Central and North West London NHS Foundation Trust
Address
Stantonbury Health Centre
Specialist Memory Service Stantonbury Health Centre
Milton Keynes
MK14 6BL
United Kingdom
Employer's website
https://www.cnwl.nhs.uk/work (Opens in a new tab)