Specialty Co-Ordinator- Oncology

Job overview

An exciting opportunity has arisen for an experienced Speciality Co-ordinator to join our busy team of Oncology Administrators at Worthing Hospital.

The aim of this role is to provide a comprehensive and efficient administrative support, co-ordinating the service for Clinicians and nursing teams, ensuring all work is prioritised according to the demands of the service. Managing own workload and acting on an independent basis as well as working collaboratively with the wider team.

To communicate effectively with a wide variety of people, to include GP’s, NHS clients, patients and their carers, and members of the Multidisciplinary Team to ensure the patient pathway is tracked and managed in line with NHS timescale targets.

Main duties of the job

To communicate effectively with a wide variety of people, to include GP’s, NHS clients, patients and their carers, and members of the Multidisciplinary Team to ensure the patient pathway is tracked and managed in line with NHS timescale targets.

As part of the wider admin team, this flexible role includes typing, tracking, inbox management, handling clinician queries, appointment outcomes and liaising with patients via multiple communication methods.

You must be adaptable, have excellent communication skills and have the ability to embrace change.

Detailed job description and main responsibilities

Please note: This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post. Applicants will therefore need to already have the right to work in the UK to be considered. We include this information at the outset to provide clarity and avoid unnecessary inconvenience for applicants.

The aim of this role is to provide a comprehensive and efficient administrative support, co-ordinating the service for clinicians and nursing teams, ensuring all work is prioritised according to the demands of the service.

Communication

• To deal with incoming telephone calls (from other trust staff, patients, company representatives, and external service users) in an efficient and courteous manner, making decisions as to those requiring re-routing to the Clinician or dealing with queries which may be of a highly complex nature.

• To communicate highly complex information (e.g. communicating a change to hospital policy, reduced theatre lists or staff numbers etc.) to other departments within the hospital; overcoming significant barriers using a high level of interpersonal and persuasive skills.

• To take initial receipt of all incoming correspondence, telephone, written and verbal enquiries as appropriate.

• To attend meetings relevant to the role of Speciality Co-ordinator and take minutes when required.

• Communicate with other Consultants, GP surgeries, Primary Care Trusts, other hospitals, patients and their carers’, managers, wards, admissions and many other departments.

• To ensure that patient confidentiality is maintained at all times in accordance with the Data Protection Act/Caldicott, acting in accordance with Trust policies.

• To demonstrate extreme tact, diplomacy, patience and empathy in the course of considerable client/patient contact, both in person and over the telephone and impart clear, concise appointment related information to clients/patients.

• To reassure anxious patients who have been recalled for further investigation and explain the procedures which will be undertaken and to communicate appropriately with patients from different backgrounds and cultures.

• To communicate appropriately with patients who have special needs including those with physical and mental disabilities, learning difficulties and with clients who are anxious and/or upset.

• To deal appropriately with messages left on the out of hours answer service.

• To communicate effectively and work collaboratively as a member of the Multidisciplinary team.

Service Delivery and Improvement

• An autonomous responsibility to manage a comprehensive and well-organised administrative and secretarial service for the department, working with limited supervision and on own initiative, prioritising own workload and organising own work to meet designated deadlines.

• Provide a complete secretarial service transcribing author dictation utilising a digital dictation voice recognition system. Audio typing correspondence relating to out-patient attendances and medical reports.

• To comply explicitly with the Trust policies and procedures.

• To perform general clerical tasks including dealing with e-mails, photocopying and filing, maintaining office filing systems and storage of information to meet the needs of the service including uploading documents to Mediviewer/ Somerset.

• Maintain and utilise department and Trust information systems and ensure the accuracy of information held on the Patient Administration Systems.

• To provide cover for other secretarial and administrative staff, in times of absence.

• To be proficient in the use of IT software, e.g. Microsoft Outlook, Word, PowerPoint and Excel. There will also be the requirement to use Trust systems and departmental databases.

• Comply explicitly with the Trust’s Complaints Procedure.  Without delay forward to appropriate parties all formal complaints and responses. Ensure details of all written plaudits are passed on to appropriate staff.

• At no time should clinical staff work outside their defined level of competence.  If the post holder has concerns regarding this they should immediately discuss this with their Manager, Supervisor or Consultant.  The post holder has the responsibility to inform those supervising their duties if they are not competent to perform a duty.

People Management and Development

• To mentor new staff when necessary and undertake an active role in the induction of new staff.

Learning and Development

• Attend mandatory training updates as required.

• Undertake training as necessary in line with the development of the post and as agreed with the line manager as part of the personal development process.
• Participate in the Trust’s appraisal process to discuss how your role will help deliver the best possible care to our patients and help to deliver any changes in service.
• The post holder is required to demonstrate on-going continuous professional development.

This job description is an outline of the role and responsibilities. From time to time due to the needs of the service, we may ask you to flexibly undertake other duties that are consistent with your role and banding, including internal job rotation and absence cover.

The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the department and the organisation.