Job Description

Patient Pathway Co-ordinator

Job Type: Permanent

Location: Katharine House Hospice, Stafford

Salary: 12,670.50 per annum, actual (25,341 full time equivalent)

Hours: 18.75 hours per week - 13:15 - 17:00 Wednesday / 09:00 - 17:00 Thursday and Friday

Closing date: 26 June 2025

Interview date: 11 July 2025

Are you organised, proactive and looking to have a meaningful impact through your work? We are Katharine House Hospice, and we'd like you to join us as our new Patient Pathway Co-ordinator.

About us

Katharine House Hospice offers the best care to people in our community affected by progressive illnesses, allowing them to live life to the full. Our Patient Pathway Team is crucial to achieving this mission by assisting the Care Team in supporting patients and their families who access our services and contributing to the effective co-ordination of their care.

The role

As our Patient Pathway Co-ordinator, you'll play a vital role in assisting the Care Team in supporting patients and their families who access our services and contributing to the effective co-ordination of their care.

Here's what you can expect.

Patient admissions

Receive incoming referrals and prepare them for consideration by the admissions team.

Arranging appointments

Liaise with patients and relevant personnel to book and confirm appointments, assessments, reviews, and transport bookings.

Effective communication

Liaise with external health and social care professionals, patients and families, maintaining effective communication on progress and decisions.

General administration

Ensure effective admin support for daily operations.

What we offer you

Impactful role

Contribute directly to the mission of Katharine House Hospice.

Supportive team environment

Work in a collaborative and nurturing setting.

Career development

Access opportunities for professional growth and continuous learning.

Employee assistance programme

Providing support for your wellbeing.

Training and development opportunities

Continuous learning and professional growth.

Occupational sick pay

Support during times of illness.

Healthcare cash benefit plan

Contributory plan to help cover health-related expenses.

Free on-site parking

Qualifications and experience

Here's some of what we'd like you to have.

A good basic education and an excellent working knowledge of IT, including Microsoft Office (Word, Excel, Outlook). At least three years' experience in an administrative role or significant demonstrable transferable skills. Excellent organisational skills, the ability to prioritise competing demands, and excellent communication skills.
We would ideally be looking for someone who is able to work 9-5 on Thursday and Friday, and 1.15 - 5 on Wednesdays. This role requires an enhanced DBS check.

Join us and make a difference

If you're passionate about people and want to contribute to a mission that matters, we'd love to hear from you. Apply now and help us continue to provide exceptional care and support to those who need it most.

If you'd like to know more about this role, without commitment, please contact the HR department on 01785 218257.

The closing date is 26 June 2025, however we may close this advert earlier, subject to response rates.

If you require any reasonable adjustment to participate in this process, please do not hesitate to contact HR on the number above.

How to apply -

To the link below to submit a CV via indeed

Closing date: Sunday 26 June 2025, however may close earlier if over subscribed

Internal applicants should apply via an expression of interest outlining the reasons for your interest and detailing any relevant experience.

Department Mission

It is essential to the delivery of this mission that the Administrative department provides efficient and effective administrative support for the management of patients and their families and carers before, during, and after the care we provide.

Role within the Department

To assist the Care Team in supporting patients and their families who access our services and contributing to the effective co-ordination of their care as part of an integrated approach. The post holder will work as a member of the Patient Pathway Team assisting with patient care activities under the direction of the Administration Manager.

The post-holder will support the delivery of direct patient care by providing co-ordination, administrative and clerical support, with both internal and external health care professionals as required, using their own initiative without needing direct supervision.

Function and Responsibilities

Specific Objectives

This list is not intended to be exhaustive but is a guide to the duties to be undertaken.

To provide support to patients and healthcare professionals (both within and outside Katharine House) by:

ensuring relevant information is available to support the triage and assessment of referrals

arranging contacts / appointments between patients and/or carers and Katharine House clinical teams

providing support during discharge from our services

making clear decisions on priorities for action within a dynamic and fast moving clinical environment.

Key Tasks and Responsibilities

1. To receive incoming referrals and prepare these for consideration by the admissions team including creation of patient records

2. To attend daily referral management meetings (one post holder per meeting)

3. To liaise with external health and social care professionals, patients and families, maintaining effective communication on progress and decisions

4. To liaise with patients and relevant personnel to book and confirm appointments, assessments (including risk assessments), reviews, transport bookings, and similar

5. To co-ordinate internal/cross department referrals and assessments

6. To receive and manage telephone enquiries relating to patients to ensure appropriate responses

7. To assist with the discharge of patients from services, e.g. arranging appropriate care packages

8. To provide effective handover of information to colleagues and external health and social care professionals.

9. To frequently review e-mail accounts (including NHS)

10. To maintain accurate and up to date information on computer systems as required in a timely manner

11. To type / file / archive patient records, letters and so on

12. To arrange rooms for appointments when needed

13. To order, obtain, track and return hospital notes

14. To make statutory notifications to the CQC

15. To make internal notifications of patient deaths

16. To compile statistical data from System 1 and manual sources to assist with reporting to clinical committees within the Hospice

17. To provide information for reports

18. To support the implementation of audits including developing action plans from the audits carried out

19. To direct the activities of care administration volunteers

20. To attend meetings as required

21. To support medical and clinical staff with the production of patient related materials including forms, templates and letters

22. To maintain accurate data relating to patient activity and supply these as required to managers and trustees

23. To demonstrate an understanding of the grief process and be aware of the resources available for bereavement support

24. To ensure cross cover for care administration and clinic administration

Other Tasks and Responsibilities

1. Ensure the services promote equality and diversity in relation to both staff and patients

Qualifications

It is essential that the post holder is educated to a good standard, and IT qualifications. The post holder should be committed to their own continuing personal development.

Attributes

It is essential that the post holder has at least 3 years' experience of working in a care administrative setting, can demonstrate exemplary organisational skills, the ability to use their own initiative, and a flexible, enthusiastic and 'can-do' attitude. Successfully undertaking multiple projects and liaising with a number of individuals, both internal and external. A high level of computer literacy, including familiarity with word processing packages, databases, spread sheets and Outlook is essential.

Other

Hours of Work

The post holder will normally work regular office hours 9am to 5pm; however occasional flexibility will be required to meet the needs of the department, for example, attending evening meetings.

Driving Licence

The post holder must hold a current UK driving licence and have access to a roadworthy vehicle to use on Hospice business necessitating travelling beyond the Hospice in Weston Road, Stafford.

Smoking

The hospice has a no smoking policy. All hospice premises are considered No Smoking Zones.

Job Revision

This job description outlines Katharine House Hospice's intentions for this post at the time of writing. As the organisation changes specific objectives, responsibilities, functions, and tasks within the role may be added, removed, narrowed or widened. These may happen as part of the performance review process, or as part of wider organisational changes. Katharine House will discuss all such amendments with the post-holder, and will seek to incorporate the views of the post-holder in any amended . Should the post holder be dis-satisfied with any amended job description, then formal action can be taken through the grievance procedures.

Person Specification: Patient Pathway

Qualifications

Good standard of Education to GCSE level or equivalent in maths & English. - Essential Basic qualification or demonstrable working knowledge of IT, to include Microsoft Office (Word, Excel) - Essential NVQ 3 in Care or equivalent in Psychology or Health & Social Care - Desirable Grief and Loss Course - Desirable Safeguarding training - Desirable

Experience & Knowledge

3 years' experience of working in an administrative setting - Essential 2 years' experience in a specialist palliative care setting - Desirable Experience of co-ordinating care in a healthcare or therapeutic setting - Desirable Experience of working in a community care setting. - Desirable 2 years' experience working in bereavement and counselling setting - Desirable Experience of working with volunteers - Desirable

Skills & Attributes

Team Player - Essential Able to work under own initiate - Essential Excellent communication skills both written and verbal - Essential Computer skills - basic knowledge of MS Office - Essential Ability to use System 1 software - Desirable Ability to talk to distressed people on the telephone and face to face - Essential Ability to prioritise competing demands - Essential Ability to organize and prioritise workload - Essential Proven organisational skills - Essential Able to work to tight deadlines - Essential Understand and adhere to the rules of confidentiality - Essential Understand the need for sensitivity - Essential

Other

Trustworthy - Essential Self-Starter - Essential Able to work on their own or as part of a team - Essential Flexible in their approach to meet service needs - Essential Calm under pressure - Essential Enthusiastic - Essential A 'can do' approach - Essential Articulate - Essential Non-judgmental and sensitive to the patient's culture, sexuality, religious beliefs - Essential
Job Types: Part-time, Permanent

Pay: 12,670.50 per year

Expected hours: 18.75 per week

Benefits:

Additional leave Free parking Health & wellbeing programme Life insurance
Schedule:

Monday to Friday
Education:

GCSE or equivalent (required)
Experience:

working in administrative setting: 3 years (required)
Work authorisation:

United Kingdom (required)
Work Location: In person

Application deadline: 26/06/2025