Oncology Clerical Co-Ordinator

Job overview

Applications are invited from suitably qualified and experienced candidates to provide clerical support on our Oncology Day Unit. The post will be based at Berwick Infirmary Hospital but the post holder will be expected to work across other sites within the Trust as and when required.

The successful candidates will provide a reception service, and act as an initial first point of contact for patients, visitors and other healthcare professionals on the telephone and face to face and will coordinate /assist in managing the clinical diary for patients receiving SACT treatment, dealing with chemotherapy referrals.

The post holders should have excellent communication, organisational and interpersonal skills.

We reserve the right to close this vacancy prior to the closing date once the required number of applications have been received.

Please note: for Secondment roles before an application is submitted, please ensure you have received the appropriate approval from your current manager and have completed documentation required beforehand (see secondment policy), as this may delay the process if an offer was to be made.

Main duties of the job

To support the Management Coordinator in the provision of a high quality administrative/secretarial support to the whole Oncology Day Units function to enable the efficient running of the day units. This would include accessing IT systems to include Chemocare, PAS and other relevant IT systems. However full training and support will be provided.

• To provide an efficient administration and clerical service to unit staff, visitors and patients.
• To provide a reception service, acting as first point of contact on the telephone or face to face, for patients, visitors and other healthcare professionals.
• To facilitate good communication with other wards and departments involved in patient care or ward/departmental functioning.
• To support the ODU Manager and ensure the smooth daily running of the clinical area.
• To assist in the setting up and maintenance of the patient database.
• To assist with the management of the clinical diary on Chemocare, deal with incoming chemotherapy referrals, schedule patient's treatment and defer when required as advised by clinical team.
• To be able to travel to other Oncology Day Units across our Trust to provide cover when necessary.

Detailed job description and main responsibilities

• Diary Management for patients receiving chemotherapy, processing new referrals and scheduling of appointments.
• Collating, disseminating and distribution of emails relating to patient care in a timely response and always appreciating confidentiality.
• Collate information and share where appropriate.
• Maintenance of Spreadsheets and patient databases.
• Collate information and Bring Forwards for Directors.
• Keeping up-to-date waiting lists.
• Responding to all ad-hoc requests when required.
• Provide administrative support to the Oncology Day units.
• Main point of contact for patient and third parties (e.g. other clinicians, GP, police, social care, legal) to resolve queries, respond to requests for information or notify third party of information as required by clinicians.

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.