Job summary Expected Shortlisting Date 04/04/2025 Planned Interview Date 11/04/2025 Full time 37.5 hours Job share applications welcome An exciting opportunity has arisen for a full time Band 4 MDT, co-ordinator for Colposcopy and Hysteroscopy in the Gynaecology Department. This post will provide full MDT admin support to the Colposcopy and Hysteroscopy nursing team. The successful candidate would also be involved in cancer audit admin work across both Colposcopy and Hysteroscopy. As an experienced MDT administrator you should possess excellent organisational skills and be used to working with senior colleagues in a complex, busy environment. Good interpersonal and communication skills are essential, as is a familiarity and expertise in using Microsoft IT packages. You will also be asked to work on other IT systems and record data for audit purposes. You will need to be able to demonstrate exceptional skills as senior MDT /admin officer, and manage your time efficiently across the 2 main areas of work. You must be able to adapt and prioritise your workload and have the ability to work on your own initiative. It is essential the post holder understands and complies with the need for confidentiality and integrity, whilst having a professional attitude to work. For any further information, please contact Jacob Barker via e-mail at jacob.barkernhs.net Expected Shortlisting Date 04/04/2025 Planned Interview Date 11/04/2025 Main duties of the job The MDT Co-ordinator will provide a comprehensive administrative service to support and cover the Multidisciplinary Teams (MDTs) and ensure the effective management of accurate and timely data to enable clinical decision-making at MDT meetings when required. The post-holder will coordinate, proactively manage and track patients against the National Cancer Waiting Times Standards. They will escalate problems to CSU management in a timely manner so that remedial action can be taken where necessary to ensure waiting times targets are met. Where appropriate the individual may manage a small team of staff, ensuring cover arrangements and support is available for the smooth running of the MDT. The individual will also provide cover to the MDTs, in the specialities in most need of resources, especially in times of annual leave, sickness/absence, and during periods of transition between appointments. The post-holder will coordinate all aspects of the patient pathway in their specialty and be responsible for prioritising work, reviewing work practices, setting up, managing and ensuring effective running of MDT meetings when required. In addition the MDT Coordinator will be responsible for ensuring all cancer patients are monitored and tracked, for maintaining the CSU cancer database (PPM) and ensuring information is communicated to the appropriate clinical and administrative staff within the Trust. About us Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions. Date posted 10 March 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year Contract Permanent Working pattern Full-time, Flexible working Reference number C9298-WOM-133 Job locations St. James's University Hospital Beckett Street Leeds LS9 7TF Job description Job responsibilities PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY The following component areas of the role should be used in conjunction with related policies such as the Cancer Services Escalation Policy and Operational Policy for MDT Coordinators. Managing MDT Meetings The post-holder will be responsible for (when required): Coordination and management of the MDT meetings ensuring that dates and venues for the weekly meetings are booked for the full year and that all MDT members are aware of the details for the meetings. Ensuring all new cancer patients are tracked and highlighted for discussion at MDT meetings, when results etc are available. Ensuring MDT members know which patients are listed for MDT 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 MDT documentation for review by Peer Review Teams. Information / Data Collection The post-holder will: Collect and record patient information from Trust data recording systems (e.g. pathology, radiology, outpatients, bookings, PPM database etc to ensure the patients progress can be measured. Ensure all relevant 2 week wait outpatient referrals, including those from other Trusts, are entered onto the PPM Database. Ensure non-two week wait patients, diagnosed with cancer but picked up through incidental findings or other routes, are entered on the PPM Database so that progress against the 31 day pathway can be tracked. Ensure all patient treatment and decisions outcomes from MDT meetings is entered onto the PPM Database to facilitate tracking. Ensure the PPM Database system is updated daily and key events are chased and recorded as soon as possible. Ensure that relevant information and evidence required for the Cancer Peer Review is available and updated regularly. Tracking and Case Management The post-holder will: 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. Utilise reports in the PPM Database to monitor patients and identify delays for action. 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 CSU Business 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 cancer 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. Weekly CSU Performance Management Meetings The post-holder will: Ensure preparation for weekly tracking/performance meetings, including patient pathway information from PTL reports, is completed. Present information to the CMSU Business Manager in a readily usable format as described in the Operational Policy for MDT Coordinators. Work with the CMSU Business Manager and the Cancer Information Manager to develop reports that enable proactive weekly and monthly pathway monitoring and analysis of past performance. Escalation of Actions The post-holder will: 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 The post-holder will: Identify breaches via the tracking systems, in accordance with the cancer wait 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 clinical team and CSU Business Managers. Submit copies of breach reports to the Cancer Services Information Manager and Head of CSU for discussion at the weekly PTL meeting. Keep on record all breach forms and reasons for breaches for future Peer Review Meetings and Healthcare Commission audits. Communication The post-holder will: 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 MDT meeting and communicate aspects of care requiring completion to clinical staff at these meetings. Communicate information on the patients progress on the care pathway to CSU managers and other staff at weekly tracking meetings to prevent breaches of the standards. Liaise and communicate cancer guidance and definitions to key staff within the Trust. Staff Management Supervise Data Clerk(s) (AfC3) (if required when working in the relevant CSU)) and undertake relevant supervisory requirements, such as an annual appraisal. Contribute towards developing a co-operative and supportive team environment. Train and supervise members of staff in all aspects of data capture and data management as necessary. Ensure there is adequate cover during periods of absence in order to maintain a quality service. Monitor and report attendance and take appropriate action where necessary. Other Duties & Responsibilities Responsible for organising MDT development meetings including taking and distributing minutes. Support the Clinicians with cancer audits Please see job description document attached for full details of the role. Job description Job responsibilities PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY The following component areas of the role should be used in conjunction with related policies such as the Cancer Services Escalation Policy and Operational Policy for MDT Coordinators. Managing MDT Meetings The post-holder will be responsible for (when required): Coordination and management of the MDT meetings ensuring that dates and venues for the weekly meetings are booked for the full year and that all MDT members are aware of the details for the meetings. Ensuring all new cancer patients are tracked and highlighted for discussion at MDT meetings, when results etc are available. Ensuring MDT members know which patients are listed for MDT 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 MDT documentation for review by Peer Review Teams. Information / Data Collection The post-holder will: Collect and record patient information from Trust data recording systems (e.g. pathology, radiology, outpatients, bookings, PPM database etc to ensure the patients progress can be measured. Ensure all relevant 2 week wait outpatient referrals, including those from other Trusts, are entered onto the PPM Database. Ensure non-two week wait patients, diagnosed with cancer but picked up through incidental findings or other routes, are entered on the PPM Database so that progress against the 31 day pathway can be tracked. Ensure all patient treatment and decisions outcomes from MDT meetings is entered onto the PPM Database to facilitate tracking. Ensure the PPM Database system is updated daily and key events are chased and recorded as soon as possible. Ensure that relevant information and evidence required for the Cancer Peer Review is available and updated regularly. Tracking and Case Management The post-holder will: 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. Utilise reports in the PPM Database to monitor patients and identify delays for action. 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 CSU Business 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 cancer 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. Weekly CSU Performance Management Meetings The post-holder will: Ensure preparation for weekly tracking/performance meetings, including patient pathway information from PTL reports, is completed. Present information to the CMSU Business Manager in a readily usable format as described in the Operational Policy for MDT Coordinators. Work with the CMSU Business Manager and the Cancer Information Manager to develop reports that enable proactive weekly and monthly pathway monitoring and analysis of past performance. Escalation of Actions The post-holder will: 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 The post-holder will: Identify breaches via the tracking systems, in accordance with the cancer wait 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 clinical team and CSU Business Managers. Submit copies of breach reports to the Cancer Services Information Manager and Head of CSU for discussion at the weekly PTL meeting. Keep on record all breach forms and reasons for breaches for future Peer Review Meetings and Healthcare Commission audits. Communication The post-holder will: 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 MDT meeting and communicate aspects of care requiring completion to clinical staff at these meetings. Communicate information on the patients progress on the care pathway to CSU managers and other staff at weekly tracking meetings to prevent breaches of the standards. Liaise and communicate cancer guidance and definitions to key staff within the Trust. Staff Management Supervise Data Clerk(s) (AfC3) (if required when working in the relevant CSU)) and undertake relevant supervisory requirements, such as an annual appraisal. Contribute towards developing a co-operative and supportive team environment. Train and supervise members of staff in all aspects of data capture and data management as necessary. Ensure there is adequate cover during periods of absence in order to maintain a quality service. Monitor and report attendance and take appropriate action where necessary. Other Duties & Responsibilities Responsible for organising MDT development meetings including taking and distributing minutes. Support the Clinicians with cancer audits Please see job description document attached for full details of the role. Person Specification Skills and Behaviours Essential Professional attitude 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. Ability to motivate staff Strong interpersonal skills, concise verbal and written communication skills The post-holder is expected to be a self-motivated, enthusiastic team member with a professional attitude and the ability to work flexibly in a demanding environment. The individual must be able to communicate sensitively and effectively with clinical and managerial teams in the Trust. The MDT Coordinator must work within local Trust and NHS processes and protocols, demonstrate integrity and respect patient confidentiality. The role requires willingness to undergo training, professional and personal development in line with changes and advances. Ability to work under pressure to meet the agreed timescales of the national cancer standards. Ability to cope with distressing and emotional nature of the work when dealing with sensitive situations involving patients and their families. Ability to communicate and negotiate key actions with all levels and disciplines of staff, within and external to LTHT. Desirable Use of office-based procedures gaining competence in interpretation and analysis of reports, databases and spreadsheet information. Experience of IT applications in a Windows based environment. Working on own initiative and delivering results to deadlines. Ability to push a notes trolley across different locations, on the same hospital site IT skills in Word, Access, Excel, and ability to navigate PPM Database. Ability to accurately transcribe and record complex medical information to the database for tracking and monitoring purposes. Excellent organisational skills, ability to prioritise workload, multi-task and meet deadlines. Must be willing to work within the Trusts policies e.g. confidentiality, data protection, health and safety etc. Able to attend occasional early evening meetings. Experience Essential Through knowledge of patient administration processes Experience of working in a customer/patient focussed environment Use of database system in a working environment Experience of organising meetings and taking minutes and/or live typing The MDT Coordinator will demonstrate understanding of local and national standards/targets applicable to the area of service. This includes knowledge of the NHS Cancer Plan and national cancer guidanc The post-holder will have knowledge of key Trust information systems and the ability to navigate these to track patients. Knowledge of the patients pathway relevant to the CMSU specialty and knowledge and understanding of applicable medical terminology is required. Knowledge of administrative processes and procedures in an acute hospital setting, including awareness of the Caldicott Guidance and Data Protection and Security Act relating to patient information Application of Trust Policies, practices and procedures associated with the role of MDT Coordinator. Knowledge of the care pathways, cancer wait time standards and the management of patients on these pathways. Understanding of definitions and reporting requirements of the cancer standards (DoH Cancer Wait Times Guidance, Version 8, 2012). Application of data protection and patient confidentiality policies. Understanding of multidisciplinary team meeting requirements and organisation in line with national cancer guidance. An understanding of hospital information systems: e.g. PAS, PPM Database. Working in a customer/patient-focused environment. Desirable Knowledge of Trust administrative protocols, policies & procedures Experience of working in a hospital environment Experience in supervising junior staff Knowledge of tracking and monitoring patients using information systems Qualifications Essential Minimum of GCSE or equivalent RSA level II or equivalent NVQ Level III or equivalent experience A willingness to undergo personal development and learn new skills Desirable IT/CLAIT ECDL or willingness to undertake training Awareness of training and development needs in relation to the post MASSEY Training Other Criteria Essential Use of office-based procedures gaining competence in interpretation and analysis of reports, databases and spreadsheet information. Experience of IT applications in a Windows based environment. Working on own initiative and delivering results to deadlines. Ability to push a notes trolley across different locations, on the same hospital site IT skills in Word, Access, Excel, and ability to navigate PPM Database. Ability to accurately transcribe and record complex medical information to the database for tracking and monitoring purposes. Excellent organisational skills, ability to prioritise workload, multi-task and meet deadlines. Must be willing to work within the Trusts policies e.g. confidentiality, data protection, health and safety etc. Able to attend occasional early evening meetings. Person Specification Skills and Behaviours Essential Professional attitude 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. Ability to motivate staff Strong interpersonal skills, concise verbal and written communication skills The post-holder is expected to be a self-motivated, enthusiastic team member with a professional attitude and the ability to work flexibly in a demanding environment. The individual must be able to communicate sensitively and effectively with clinical and managerial teams in the Trust. The MDT Coordinator must work within local Trust and NHS processes and protocols, demonstrate integrity and respect patient confidentiality. The role requires willingness to undergo training, professional and personal development in line with changes and advances. Ability to work under pressure to meet the agreed timescales of the national cancer standards. Ability to cope with distressing and emotional nature of the work when dealing with sensitive situations involving patients and their families. Ability to communicate and negotiate key actions with all levels and disciplines of staff, within and external to LTHT. Desirable Use of office-based procedures gaining competence in interpretation and analysis of reports, databases and spreadsheet information. Experience of IT applications in a Windows based environment. Working on own initiative and delivering results to deadlines. Ability to push a notes trolley across different locations, on the same hospital site IT skills in Word, Access, Excel, and ability to navigate PPM Database. Ability to accurately transcribe and record complex medical information to the database for tracking and monitoring purposes. Excellent organisational skills, ability to prioritise workload, multi-task and meet deadlines. Must be willing to work within the Trusts policies e.g. confidentiality, data protection, health and safety etc. Able to attend occasional early evening meetings. Experience Essential Through knowledge of patient administration processes Experience of working in a customer/patient focussed environment Use of database system in a working environment Experience of organising meetings and taking minutes and/or live typing The MDT Coordinator will demonstrate understanding of local and national standards/targets applicable to the area of service. This includes knowledge of the NHS Cancer Plan and national cancer guidanc The post-holder will have knowledge of key Trust information systems and the ability to navigate these to track patients. Knowledge of the patients pathway relevant to the CMSU specialty and knowledge and understanding of applicable medical terminology is required. Knowledge of administrative processes and procedures in an acute hospital setting, including awareness of the Caldicott Guidance and Data Protection and Security Act relating to patient information Application of Trust Policies, practices and procedures associated with the role of MDT Coordinator. Knowledge of the care pathways, cancer wait time standards and the management of patients on these pathways. Understanding of definitions and reporting requirements of the cancer standards (DoH Cancer Wait Times Guidance, Version 8, 2012). Application of data protection and patient confidentiality policies. Understanding of multidisciplinary team meeting requirements and organisation in line with national cancer guidance. An understanding of hospital information systems: e.g. PAS, PPM Database. Working in a customer/patient-focused environment. Desirable Knowledge of Trust administrative protocols, policies & procedures Experience of working in a hospital environment Experience in supervising junior staff Knowledge of tracking and monitoring patients using information systems Qualifications Essential Minimum of GCSE or equivalent RSA level II or equivalent NVQ Level III or equivalent experience A willingness to undergo personal development and learn new skills Desirable IT/CLAIT ECDL or willingness to undertake training Awareness of training and development needs in relation to the post MASSEY Training Other Criteria Essential Use of office-based procedures gaining competence in interpretation and analysis of reports, databases and spreadsheet information. Experience of IT applications in a Windows based environment. Working on own initiative and delivering results to deadlines. Ability to push a notes trolley across different locations, on the same hospital site IT skills in Word, Access, Excel, and ability to navigate PPM Database. Ability to accurately transcribe and record complex medical information to the database for tracking and monitoring purposes. Excellent organisational skills, ability to prioritise workload, multi-task and meet deadlines. Must be willing to work within the Trusts policies e.g. confidentiality, data protection, health and safety etc. Able to attend occasional early evening meetings. 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 Leeds Teaching Hospitals Address St. James's University Hospital Beckett Street Leeds LS9 7TF Employer's website https://www.leedsth.nhs.uk/ (Opens in a new tab)