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Gynae Oncology Coordinator
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 the timeframe set out.
The role requires strong organisational skills and the ability to work effectively with a wide range of clinical colleagues. The ability to work under pressure to deliver 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. The post holder will support the delivery of quality and regulatory standards. The post holder may also offer a high level of support to the administration and organisation to a group clinical staff where needed and within resource limitations.
Main duties of the job
The post holder will oversee and support the day-to-day services in accordance with agreed objectives, targets, quality standards, controls and resource constraints.
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 annual leave and any other absence.
The post holder will coordinate Gynae Oncology patients & attend weekly Gynae Cancer PTL meeting and book patient into clinics accordingly and timely.
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.
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.
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 office, organising such action as appropriate.
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.
Attend any relevant internal/external meetings.
Undertake training as and when required ensuring understanding and compliance of Trust policies and procedures.
Responsible for typing clinic notes, reports and general correspondence, recording case notes and other tasks required by the department.
To ensure timely communication is sent to GPs and letters along with results are sent to patients, GPs, and other organisations.
To ensure patients discharged from Oncology clinics are recorded appropriately and details are forwarded to the Straight to Test Nurse to be removed from the cancer pathway to either their GP or other pathways in a timely manner.
Maintain good communication with the admin, nursing, midwifery and medical team in order to achieve efficient teamwork.
Photocopying, filing and other administrative duties to ensure the efficient running of the office.
Remain calm and professional during difficult or distressing telephone calls, responding with empathy and sensitivity.
Support the organisation of the administrative service within the department, setting goals in order to fit in with the demands of the service
Contribute to the on-going development of departmental standard operating policies to ensure they remain relevant and meet service needs.
Assist with the mentorship and support of new staff members by sharing knowledge and experience.
Comply with all mandatory training requirements and contribute to personal development through the Trusts Appraisal process.
Immediately refer any concerns, difficult issues, or verbal complaints to the Service Manager
Deliver the requirements with emotional resilience as part of a busy department and role and by working together as part of the Team.
Person Specification
Qualifications
* Previous NHS/healthcare experience & knowledge of RTT
* Outpatient clinic management
* Previous experience working as part of multi-disciplinary team
* RSA or equivalent keyboard skills
* Previous experience with data entry
* Working under pressure and delivering to deadlines
Bedfordshire Hospitals NHS Foundation Trust is an Equal Opportunities Employer. We are committed to promoting equality and diversity, and creating a culture that values differences.
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