Lead Co-ordinator, Band 5- Chronic Pain Service

Go back Gloucestershire Hospitals NHS Foundation Trust

Lead Co ordinator, Band 5 Chronic Pain Service

22.5 hours a week, fixed term for 12 months

Closing date: 27 May 2026

We are seeking an experienced, enthusiastic and highly motivated individual to join our Chronic Pain Service as Lead Administration Co ordinator. This is an exciting opportunity to lead the cross site administration team and support the delivery of consultant led clinics and procedure lists, including those led by psychologists, nurses and physiotherapists within Pain Self Management.

The successful candidate will work alongside the existing Lead Co ordinator, sharing the duties of the role, and will operate independently while receiving support from the Assistant General Manager, the General Manager for Anaesthetic and Pain services, and the chronic pain team.

Job responsibilities

• Ensure the efficient and effective management of the administration processes and systems within the Chronic Pain service, providing leadership and support to administration and clerical staff.
• Provide expertise in the proactive management of patient pathways from referral to discharge.
• Support the General Manager and Assistant General Manager to deliver service and Trust objectives such as RTT, waiting times, clinic utilisation and smooth patient movement.
• Assist, and lead where appropriate, modernisation and change initiatives in collaboration with clinical and management teams.
• Line manage administration staff, oversee appraisals and mandatory training, ensuring compliance with Trust targets.
• Identify training needs, design and deliver training/workshops.
• Monitor performance and sickness absence and take appropriate action.
• Collaborate with the chronic pain team to manage patient referrals, highlight concerns to the AGM or GM, and resolve pathway issues promptly.
• Ensure patients on waiting or treatment lists receive appointments within agreed timescales and that investigations are booked.
• Monitor clinic utilisation, liaise with the pathway coordinator, Central Booking Office and Trak management teams to adjust clinics as needed.
• Drive service improvement initiatives, take the lead on projects as required by the GM.
• Represent the administration team in staff meetings and cross departmental meetings.
• Assist staff with payroll queries and demonstrate tasks to less experienced members.
• Contribute to recruitment and retention of administration and clerical staff.
• Maintain own e learning and mandatory training.
• Work without direct supervision and communicate with various disciplines as appropriate.
• Undertake any other duties as required by the service.

Communications and Working Relationships

General Managers, Deputy and Assistant General Managers, nurses, psychologists, medical consultants, physiotherapists, secretarial and administration staff, day surgery staff, health records staff, Central Booking Office staff, patients, relatives and carers, procurement and creditors, payroll and finance staff, conference providers and training leads, and systems management teams.

Physical, mental and emotional effort and working conditions

The post holder will work at a desk frequently interrupted, move between departments, use VDU, maintain high concentration, plan own work across sites, handle light physical effort, manage sensitive information, provide patient support, ensure safe equipment use, and handle financial transactions responsibly.

Qualifications

• GCSE (or equivalent) in Maths and English
• Educated to degree level or post secondary education experience
• Health and Social Care management certificate, BTEC management qualification or equivalent work experience

Experience

• Experience of working within a team
• Experience of coordinating and delegating work effectively
• Supervisory experience with ability to train and line manage staff
• Experience of managing own workload autonomously without direct supervision

Knowledge / Skills

• Knowledge, skill and experience of using the full range of administrative software programmes, including Microsoft Word, Excel, Access, and e mail.
• Understanding of basic financial processes.
• Excellent communication, negotiation and interpersonal skills for communicating with staff and service users.
• Working knowledge of Trak, Infoflex, Electronic Patient Records.
• Knowledge and skill relating to Electronic Referral System (ERS), patient pathways, waiting list management, and clinic/day case booking processes.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires submission for Disclosure to the Disclosure and Barring Service to check for any prior convictions.

Employer name

Gloucestershire Hospitals NHS Foundation Trust

£32,073 to £39,043 a year (pa pro rata if part time)