Radiotherapy Receptionist and Planning Coordinator

Job overview

This post offers a unique opportunity to play a key role in the Radiotherapy service at UCLH at an exciting period of its development. The postholder will play a key role in providing a good service to patients.  They will be responsible for checking patients in for their appointment, updating them on any delays and outcoming appointments. They will also be responsible for booking interpreters and transport when required.

The department sees about 2000 new patients and administers over 3000 new courses of radiotherapy treatment per year. There are 26 NHS clinical oncologists covering all cancer specialties. The department delivers radiotherapy services for a broad spectrum of cancers which include a wide range of common cancers as well as specialist treatments including a paediatric and adolescent workload, brachytherapy and isotope work, total body irradiation and sarcoma radiotherapy. Many of the patients will be coming in daily for a five-to-six-week period, so they will be able to get to know them, and help them feel at ease within the department. The successful applicant will therefore need to have good communication and customer service skills. This position will also have a strong focus on delivering an excellent patient experience.

Main duties of the job

In this vital front‑of‑house role, you will provide high‑quality administrative and reception support within the Radiotherapy (RT) department, ensuring every patient and their family receives a warm, professional and compassionate service. You will be the first point of contact for those attending treatment, greeting patients courteously, supporting them with check‑in procedures, and helping them feel comfortable and informed throughout their visit. You will play a key part in maintaining smooth departmental operations—managing patient arrivals on EPIC and ARIA systems, keeping waiting areas organised, coordinating appointments, and communicating effectively with radiographers, nurses, medical staff and the wider multidisciplinary team. Your role will also involve responding to enquiries, offering non‑clinical advice, supporting patients with local information and transport queries, and ensuring any concerns are directed appropriately.

Alongside these patient‑facing responsibilities, you will carry out a range of administrative tasks including telephone handling, stock management, processing post and deliveries, and maintaining departmental resources. You will uphold confidentiality at all times and contribute to a positive team environment, including assisting with the training of new staff and students.

Detailed job description and main responsibilities

For the full Person Specification and more information regarding the main responsibilities of this role, please refer to the attached Job Description.

Summary of Key Responsibilities

Patient Registration & Data Accuracy •    Register patients on EPIC and ARIA, ensuring all information is accurate, consistent, and regularly updated. •    Verify patient details through questionnaires and direct confirmation to maintain high data quality. Case Notes & Information Management •    Request, retrieve, track, and file medical case‑notes using the Care‑cast system. •    Maintain organised departmental filing and ensure secure disposal of confidential information in line with Trust policy. •    Locate and print patient test results from EPIC when required. Transport, Interpreter & Accommodation Coordination •    Arrange patient transport, ensuring correct booking details and promptly communicating any changes. •    Liaise with transport teams and patients to resolve issues and maintain a database of aborted journeys for audit purposes. •    Book interpreters for clinics, support them on arrival, and sign required documentation. •    Facilitate accommodation bookings, liaising with hostel and admissions staff and keeping patients informed of access procedures. Clinic & Appointment Administration (Within RT Department) •    Record all radiotherapy attendances and outcomes on EPIC to ensure accurate activity reporting and income generation. •    Provide clerking support for outpatient review clinics, including booking appointments, completing attendance forms, and arranging transport or special requirements. •    Deliver reception support for ad‑hoc clinics as needed. Clinic & Appointment Administration (Outside RT Department) •    Book outpatient appointments on EPIC following treatment episodes, ensuring correct clinic allocation and noting any interpreter or transport needs. •    Arrange appointments with external hospitals by phone and ensure patients receive full details, including appointment letters where required

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