Oncology Co-ordinator

Job responsibilities

Main Responsibilities

To liaise with external and internal teams involved in delivering care to Aylesford Unit patients.

To provide administrative support to the Aylesford Unit Manager.

To coordinate staff recruitment, induction, training, off duty, absence, annual leave and time owing.

To participate in the recruitment, selection and management of Band 3 and 2 staff.

To coordinate health and safety and COSHH within the Aylesford Unit.

To manage and monitor stocks and supplies.

To prepare data for reports.

To provide cross cover to the oncology coordinator and within the Aylesford Unit.

To maintain confidentiality at all times and work within the Trusts policies and procedures.

To monitor patient pathways and liaise with patients, carers and the multi professional team for patients in the Acute Oncology system.

To ensure chemotherapy bookings are processed in a timely manner. To ensure appropriate scheduling of clinics and that all appointments are made within a timely manner taking into consideration treatment target /breach dates.

Administrative/Clerical Responsibilities

To ensure all phone calls/ emails are answered in a timely manner and managed accordingly.

To ensure all activity is recorded appropriately.

To liaise with the oncology coordinator regarding referrals to the Aylesford Unit.

To communicate with medical, clerical and management potentially contentious information in the progression of the patients pathway.

To interrogate data collection systems such as PAS, ICE, MOSAIQ, JAC-E and clinical letters to retrieve information needed.

To contribute to collection of data for research and audit purposes.

To pay charitable monies and monitor spending.

To compile and send gratitude and condolence letters on behalf of the Aylesford Unit Manager.

To meet with potential charitable donors on behalf of the Aylesford Unit Manager.

To provide administrative support to the Aylesford Unit Manager and cross cover the Oncology Coordinator.

Staff Responsibilities

To coordinate staff recruitment through the recruitment process including maintaining a database of ATRs, adverts, job descriptions and person specifications and organising and arranging interviews.

To coordinate all induction programmes for newly appointed staff ensuring they meet both Trist and local needs.

To organise staff training and update staff training records. To ensure that monthly data is submitted to the appropriate channels in a timely manner.

To record and monitor sickness and absence in line with Trust policy.

To manage annual leave and time owing.

To compile off duty for all staff and ensure bank shifts are requested.

To check time sheets are correct before being signed off by a senior member of staff and then ensure all data is uploaded to Health roster.

To ensure appraisals are undertaken in a timely manner and data uploaded.

Acute Oncology /Chemotherapy Responsibilities

To retrieve Acute Oncology patient information from the Mosaiq system.

Record all data on relevant spreadsheets.

Audit MSCC & CUP data.

Liaise with other departments as required such as Pharmacy and Echocardiogram regarding treatment.

Book PICC and Hickman lines as necessary and inform patient of date and time ensuring medical information is collected as required.

Ensure reports are collected from Medical Measurements before chemotherapy starts.

Inform patient by telephone of dates and times of bookings and answer any queries that they have at that point.

Record all non-chemotherapy treatment requests and ensure they are booked in a timely manner. Inform patient or other healthcare professional of treatment date and time. Record information on Mosaiq.

To work with Acute Oncology Lead Nurse to ensure that Acute Oncology data information is monitored and interrogated monthly.

Co-ordinate new user information for Citrix/Mosaiq.

Maintain diary database on Mosaiq and liaise with Coventry regarding changes to system.

Prepare monthly data for Morbidity and Mortality review.

Prepare for quarterly meetings and send out relevant information to members.

Take minutes and prepare notes from meeting for distribution.

Management Responsibilities

To manage and monitor stocks and supplies within the agreed budget ensuring stock reviews are undertaken at least bi-annually.

To manage Band 3 and 2 staff under the delegated responsibility of the Aylesford Unit Manager including recruitment and selection, absence management, personal development and appraisals.

Personal Development

To participate in appraisals and personal reviews and work to achieve agreed set objectives.

To provide short-term cover for colleagues during periods of leave.

To participate in appropriate training and development activities.

To participate in team, professional and personal development activities and promote commitment to continuous development and improvement.

Other Responsibilities

To undertake such other tasks as required by the Aylesford Unit Manager in accordance with the grade and nature of the post.

Confidentiality: The post holder must maintain confidentiality, security and integrity of information relating to patients, staff and other Health Service business.

N.B. The above duties and responsibilities are intended to represent current priorities and are not meant to be a conducive list. The post holder may from time to time be asked to undertake other reasonable duties. Any changes will be made in discussion with the post holder in the light of service needs.

Qualifications

Essential

• Able to demonstrate good basic education with GCSE grade A-C in Mathematics and English
• Computer literate with evidence of specific training in general NHS and oncology management systems
• NVQ level 3 or equivalent
• Knowledge of Microsoft Software including Microsoft Access

Desirable

• European Computer Driving License

Experience

Essential

• Good interpersonal skills
• Well-presented and approachable
• Committed team player
• Able to influence others through using organisational skills
• Working within an acute healthcare environment
• Experience of working with cancer patients
• Experience in managing people
• Budget awareness skills
• Managing a reception area
• Understand the limits of own responsibility, referring to senior colleagues appropriately
• Have the confidence to liaise with all levels of staff across the Trust

Skills

Essential

• Articulate - excellent communications skills
• Friendly and professional telephone manner to support the above
• Good audio/copy typing skills
• Working knowledge of Microsoft Office including experience of Excel and PowerPoint
• Experience of National Cancer Measures and Audits
• Able to prioritise tasks
• Demonstrates potential to be able to work under pressure
• Demonstrate understanding of patient confidentiality
• Office management-able to maintain accurate and timely records

Personal Qualities

Essential

• Able to respond effectively to working alone or in a team
• Conscientious and hard working
• Ability to deal with distressing situations patients/relatives
• Ability to use initiative
• Honest and reliable
• To be able to adapt to change
• Flexibility including cross cover at both sites

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).