Gynae Oncology Coordinator

Job description

Job summary

The Women's Health Oncology Admin Coordinator role will work as part of the Women's Health Administrative Team, who deliver a wide range of admin services within Gynaecology Oncology Services at Luton, for inpatient and outpatient treatment pathways. The post holder will be responsible for coordinating the day-to-day management, booking, and cancellation of outpatient activity ensuring that current National oncology standards are achieved within required timeframes.

The role requires strong organisational skills and the ability to work effectivity with a wide range of clinical colleagues. The ability to work under pressure to delivery accurate, high quality work is an essential part of the role, whilst maintaining professionalism and a high level of communication skills at all times.

The post holder will oversee and support the day-to-day services in accordance with agreed objectives, targets, quality standards, controls and resource constraints providing cross cover with secretarial and coordinator colleagues within the women's services department. The post holder will support the delivery of quality and regulatory standards. The post holder will also offer a high level support to the administration and organisation of key clinical staff.

Main duties of the job

To ensure patient's cancer pathways are managed per NHS standards ensuring timely booking of appointments, oversight of attendance, escalation of obstacles to treatment and processing of discharge within national standard timeframes.

The post holder will directly support the Straight to Test Nurse in the delivery of the administrative requirements of the Gynae Oncology service, cross covering during absence.

The post holder will coordinate Gynae Oncology patients attending weekly Gynae Cancer PTL and managing associated actions.

About us

Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.

Our values

We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.

Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job

Job description

Job responsibilities

Coordinate and oversee the administrative and secretarial processes in support of effective delivery of the Gynaecology Oncology Service.

Act as a contact point and liaise 1-1 with clinicians, patients, medical and nursing staff and external agencies either face-to-face or over the telephone.

Add patients to waiting lists at the direction of medical staff and make necessary outpatient appointments.

Directly support the Straight to Test Nurse in the delivery of the administrative requirements of the Oncology service, cross covering during annual leave and any other absence.

Use clinical systems such as iPM, ICE, Infoflex, Bighand to oversee daily clinic management for Womens Health Services (Gynaecology) e.g. authorise overbooks, setting up of additional clinics, day-to-day clinic amendments.

Ensure policies and guidelines regarding patients who do not attend (DNA) clinic appointments are adhered to. This includes complying with the failsafe system, which is a requirement.

Receive, sort and prioritise daily correspondence for the Oncology department, organising actions as appropriate. Ensuring all clinical reports/requests are brought to the attention of the colposcopy consultant and their team to enable appropriate action to be taken.

Maintain and monitor faster diagnosis standards in accordance with national targets and Trust patient access policy.

Ensure all clerical activity is recorded accurately for activity purposes in a timely manner.

Attend weekly Gynae Cancer PTL and book patients in accordingly in timely manners.

Job description
Job responsibilities

Coordinate and oversee the administrative and secretarial processes in support of effective delivery of the Gynaecology Oncology Service.

Act as a contact point and liaise 1-1 with clinicians, patients, medical and nursing staff and external agencies either face-to-face or over the telephone.

Add patients to waiting lists at the direction of medical staff and make necessary outpatient appointments.

Directly support the Straight to Test Nurse in the delivery of the administrative requirements of the Oncology service, cross covering during annual leave and any other absence.

Use clinical systems such as iPM, ICE, Infoflex, Bighand to oversee daily clinic management for Womens Health Services (Gynaecology) e.g. authorise overbooks, setting up of additional clinics, day-to-day clinic amendments.

Ensure policies and guidelines regarding patients who do not attend (DNA) clinic appointments are adhered to. This includes complying with the failsafe system, which is a requirement.

Receive, sort and prioritise daily correspondence for the Oncology department, organising actions as appropriate. Ensuring all clinical reports/requests are brought to the attention of the colposcopy consultant and their team to enable appropriate action to be taken.

Maintain and monitor faster diagnosis standards in accordance with national targets and Trust patient access policy.

Ensure all clerical activity is recorded accurately for activity purposes in a timely manner.

Attend weekly Gynae Cancer PTL and book patients in accordingly in timely manners.

Person Specification

Experience

Essential

• Previous NHS experience, ideally within hospital settings
• Strong audio typing experience/skills
• Able to work under pressure & managing conflicting deadlines
• Able to work as part of multidisciplinary Team
• Excellent telephone manner

Desirable

• Previous secretarial experience
• Previous oncology coordinator experience

Personal skills

Essential

• Excellent attention to detail
• Ability to prioritise workload

Desirable

• Proactive
• Knowledge of colposcopy service national standards
• Fleixible
• Ability to problem solve

Education and knowledge

Essential

• GCSEs A-C
• RTT knowledge
• NHS targets knowledge
• Understanding of cancer waiting times targets

Desirable

• Knowledge of iPM / PAS

Person Specification
Experience

Essential

• Previous NHS experience, ideally within hospital settings
• Strong audio typing experience/skills
• Able to work under pressure & managing conflicting deadlines
• Able to work as part of multidisciplinary Team
• Excellent telephone manner

Desirable

• Previous secretarial experience
• Previous oncology coordinator experience

Personal skills

Essential

• Excellent attention to detail
• Ability to prioritise workload

Desirable

• Proactive
• Knowledge of colposcopy service national standards
• Fleixible
• Ability to problem solve

Education and knowledge

Essential

• GCSEs A-C
• RTT knowledge
• NHS targets knowledge
• Understanding of cancer waiting times targets

Desirable

• Knowledge of iPM / PAS

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.
Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the .

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. .

Additional information
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.
Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the .

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. .

Employer details

Employer name

Bedfordshire Hospitals NHS Foundation Trust
Address

Luton & Dunstable Hospital

Lewsey Rd, LU4 0DZ

Luton

LU4 0DZ

United Kingdom

Employer's website