Job overview We are pleased to invite applications for the role of Radiotherapy Patient Pathway Co-ordinator. In this key role, you will support a wide range of administrative functions to ensure that our Radiotherapy patients experience smooth, efficient, and well coordinated pathways throughout their care. You will be responsible for managing complex patient journeys, ensuring all relevant information is accurately collected, recorded, and communicated in line with departmental requirements. The role involves direct contact with patients and carers, as well as regular interaction with a variety of clinical and administrative professionals both within the Trust and with external healthcare partners. We are looking for someone with excellent communication and organisational skills, a proactive approach, and a commitment to delivering high quality patient centred support. The purpose of this role is to support radiotherapy operations by undertaking diverse administration tasks to the highest professional standards, working with Medical, Radiographic, Physics and other Administrative colleagues. Advert This is a key administrative role in the Radiotherapy Department, responsible for providing support across a range of administrative functions including reception cover and radiotherapy patient bookings. The post holder will be responsible for liaising with other departments to ensure a range of appointments are booked correctly, within their area of responsibility and cancer wait time frames. Other key tasks will include; patient registration onto the electronic referral and record systems, clinic preparation and assisting national data collection for the service. In addition you will assist patients and visitors to the centre through close communication with the patients throughout their pathway. The post holder will be a good communicator and will use verbal and written communication skills with patients. The post holder may be required to assist in the administrative team’s wider service provision at times of need. The post holder will be required to work flexibly; by supporting the needs of the service and be aware that the radiotherapy service is open from 7am until 7pm, with the booking team being available from 8 am – 5 pm. They will be aware that occasional work outside of these times and during weekends or public holidays will be required. The Royal Surrey Cancer Centre Radiotherapy Department is based at the Royal Surrey County Hospital in Guildford and operates a satellite service from the East Surrey Hospital in Redhill. Working for our organisation Royal Surrey is a compassionate and collaborative acute and community Trust. Recognising that our 5000 colleagues are our greatest strength, we offer a comprehensive health and wellbeing program along with a commitment to developing and advancing your career. Our diverse and welcoming Royal Surrey family will ensure you that you feel valued from your initial interview through your entire tenure. We are clinically led and provide joined up care by bridging the gap between hospital and community services alongside regional specialist cancer care. Our main acute hospital site is in Guildford with community hospital sites at Milford, Haslemere and Cranleigh. We provide adult community health services in homes across Guildford and Waverley. The Care Quality Commission (CQC) have given us an overall rating of Outstanding. Royal Surrey has a strong reputation and history to build on. We are proud of our achievements and we are investing in our colleagues through our commitment to supporting professional development as well as investing more than £45 million in our physical environment and new equipment in the next few years. There has never been a better time to join us. Although it isn't the Trusts normal practice, adverts may close early, so you are encouraged to submit an application as soon as possible. A video about the Royal Surrey - https://www.youtube.com/watch?v=R96pMboIYdo Detailed job description and main responsibilities Ensure that patients are registered onto the radiotherapy data system, and appointments are booked in accordance with the national and departmental waiting times. Make outpatient appointments, and clinic preparation for patients referred to the radiotherapy department. Generate patient appointment letters, liaising with the hospital transport providers to ensure patients are provided with an efficient service. Ensure that patient referrals are dealt with in a timely manner, and appointments booked in accordance with the relevant pathways, as well as national and departmental waiting times. Entering referral information for each patient they book onto the Radiotherapy departmental database in a timely and accurate manner, thus allowing this information to be used to monitor and collect data to produce monthly statistical analysis for the Radiotherapy Services Manager, Finance Department, or ad hoc reports as required. To plan and organise straightforward tasks, activities or programmes, some of which will be on-going e.g. the post holder will be required, for example to provide lists of patients requiring transport to ambulance services and to liaise with medical secretaries to ensure all clinical information required for scanning is in place, and prioritise the booking of radiotherapy appointments once referrals have been received. Priorities own workload and supervises the day to day work of the Receptionist and Radiotherapy Administration Assistants to ensure all core and extended work tasks are adequately covered to meet the needs of the department. To make judgements. This may be evidenced by the post holder interpreting referral information and liaising with the appropriate Radiotherapy Section Manager when co-ordinating an urgent referral booking, or when collecting and collating patient records for treatment preparation. Demonstrate an understanding of a range of routine work procedures which will require training or relevant experience, e.g. the post holder will be required to use the patient administration system (APAS) and ARIA (Radiotherapy-specific bookings system) in order to book patient appointments, use the NHS Spine for patient demographics. Work closely with the wider multi professional team to ensure the service runs smoothly, this may include collating information for the medical team, clinic, planning meeting or patient appointments or taking meeting minutes. Liaise with departments outside of radiotherapy to arrange appointments, gathering the required information and liaising with medical staff, secretaries, medical physics, CNS’s, and radiotherapy clinical team to ensure patients are dealt with efficiently and smoothly. Generating specific patient information; liaising with the patients, carers and clinical teams to ensure patients are provided with an efficient service. To provide non-clinical advice and guidance to patients and relatives face-to face, or via the telephone whilst booking treatment appointments and hospital transport or working on the reception desk. Be responsible for providing and receiving routine information which requires tact or persuasive skills where there are barriers to understanding, e.g. liaising with members of the wider radiotherapy team regarding booking patients effectively and efficiently; daily telephone contact and face-to-face contact with cancer patients and their families in respect of scheduling a series of appointments, which requires the post holder to be receptive to the patients concerns, liaising with outside trusts to retrieve previous treatment details. Clinic and planning meeting preparation for patients referred within your field of responsibility; collection and collation of patient data from outlying trusts. Assist in the national data collection for these patients; this may be during clinic time or any other part of the patient pathway, or computer based. Undertake patient-facing tasks including meeting and greeting when required and acting as a chaperone for colleague if this service is requested by a patient. Observe personal duty of care in relation to equipment and resources used in the course of their work. Develop robust and effective communications between you and patients/other staff. Have sufficient IT skills to manage the monitoring of activity and data within your areas of responsibility within the department and externally. Review completed treatment activity details in a timely, organised and precise manner for patients within their area of responsibility. Communicate with the Finance Department on issues relating to these patients, and communicate with other appropriate agencies to resolve problems, should they arise. To undertake surveys or audits, as necessary, within their own work environments, e.g., to test effectiveness of new procedures and complete surveys, e.g., staff surveys. To work within the scope and practise outlined by approved procedures, policies, work instructions, standard operating procedures (SOPs), good practice, established precedents and understand what results or standards are to be achieved.