Chemotherapy Co-ordinator Scheduler

Job overview

Are you looking for a career where you can really make a difference and at the same time learn valuable new skills? Our administrative staff provide essential support to the clinical teams striving to ensure the patients’ experience is what we would expect for our own family and friends. Because we understand and value the contribution of administrative staff in our teams we invest in training and development to make sure our staff are equipped with the right skills and knowledge.

We are looking for an enthusiastic and motivated individual to join our administrative team within the Day Treatment Unit as Chemo Co-ordinator Scheduler. For the successful candidate this will be an exciting opportunity to develop this new role and lead our dedicated team of chemo co-ordinators who provide a key role in ensuring the correct chemotherapy drugs are available in time for the patient to receive the treatment.

You will need to possess good communication and interpersonal skills as an important element to this role is the liaison between pharmacists, clinicians and the drug suppliers. This busy role will require you to be highly organised, have attention to detail and possess the ability to work individually as well as part of a larger team. If you would like to make a positive contribution to a patient’s care experience, then we would like to hear from you.

Main duties of the job

Overall objectives:

• To be a member of the Day Treatment unit (DTU) and provide a comprehensive administrative support to the DTU nurses and service based at the Churchill Hospital and is efficiently managing the processes underpinning: management of our databases (EPR, ARIA) chemotherapy delivery across day services, helping with patient query’s and booking transport.
• Be able to have sensitive and compassionate manner with patients and relatives who are in relative states of emotional distress in view of delicate nature of the disease.
• To participate in cover arrangements of any member of the team, for training, annual leave or sick leave, as required and potentially on another site.
• To have a clear understanding of our policies and procedures and to participate in the implementation of unit polices and service development.
• Ensure all trust systems are up to date with patients’ details as required while complying with the Data Protection Act.
• Maintain key links and good working relationships with all staff across oncology and haematology.
• Being responsible for scheduling and providing admin support for Oral Education Sessions
• Attend mandatory training course as identified through supervision and individual performance review.
• Support and participate in training all new members of staff

**Interested, then please contact Nicole.Cosma@ouh.nhs.uk for a chat and/or informal visit.

Detailed job description and main responsibilities

• Use electronic software packages (eg ARIA) to co-ordinate the prescribing of chemotherapy by Doctors, its screening by pharmacists and receipt of prescriptions by the relevant pharmacy departments and being responsible for updating all relevant documentation.
• Liaising with the external chemotherapy provider, negotiating chemotherapy arrival times and release of chemotherapy at the correct time to ensure chemotherapy is not wasted.
• Be proactive in liaising with doctors and pharmacists, by communicating effectively to ensure that all chemotherapy is prescribed and screened, ideally 48 hours in advance.
• Work with pharmacy, DTU staff and external companies to minimise wastage.
• Liaise daily with nursing staff, providing a status report detailing the stage at which patients’ chemotherapy prescriptions have reached in the process.
• Support Pharmacy with database input and with any audits that need to be undertaken.
• Liaise with Cardiology to ensure all Echo referrals are actioned, and that all relevant data bases are maintained.
• Manage Herceptin referrals & scripts to Health Care At Home
• Coordination of Oral Education and Enos
• To attend a daily meeting to feed back on the coordination of chemotherapy, highlight any concerns to work together on achieving the outcome best for the patient.
• To take a lead role in the management of Oral Education Chemotherapy clinics, ensuring that all patients are seen within the required time scales and in accordance with NHS targets and Trust policies.
• To manage one’s defined areas within their tasks and be responsible for prioritising work, developing staff and reviewing working practices to ensure effective department procedures and communication structures are implemented.
• To coordinate the day to day activities of the Chemotherapy Coordinators To train and supervise members of one’s team in all aspects of patient administration service and exceptional customer service, motivating, improving performance and promoting team values to achieve required outcomes. Contribute to the identification and planning of development needs for the team and individuals. To contribute to the assessment of staff performance against objectives and be responsible for the performance development reviews of individuals. On a day to day basis support individual learning and development.
• To train and supervise members of one’s team in all aspects of patient administration service and exceptional customer service, motivating, improving performance and promoting team values to achieve required outcomes. Contribute to the identification and planning of development needs for the team and individuals.
• To contribute to the assessment of staff performance against objectives and be responsible for the performance development reviews of individuals. On a day to day basis support individual learning and development.
• To ensure that joint working and close co-operation is developed and maintained with internal and external staff groups, providing the clinical/operational services needed to maintain a complete and seamless service to patients.
• To deal with complex enquires from staff and patients investigating and researching matters in order to provide information, guidance and advice to others in response to their queries in line with departmental key performance indicators.
• To take responsibility for data quality within a defined area; investigating issues, rectifying processes and providing training as required.
• Taking responsibility of dealing with general communication including email, shared mailboxes and EPR communication centre
• To comply with the requirements of the Data Protection Act, Access to Health Records and legislation issued in relation to confidential data.
• Any other duties as deemed appropriate to the role to support the increasing service needs as requested by the DTU Nurse Manager or Lead Chemotherapy Nurse.
• Participate in individual performance review in regular supervision sessions as agreed

** For more details please see full Job Description**

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.