Job summary
Administration Clerk - Oncology
37.5
Permanent
Salary: £24,071 - £25,674 per annum
Closing date: 6th May 2025
Interview date: TBC
**This post may close early due to high numbers of applications, so you are advised to apply promptly. **
All correspondence for this vacancy will be sent by email; please check your account regularly including your Junk and SPAM areas.
A great and friendly place to work, so bring your passion, commitment and expertise and enjoy the opportunities to make a difference every day.
We welcome applications from the Armed Forces Community - get in touch to find out more.
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Main duties of the job
Main duties of the job
To provide an efficient and professional administrative service to the Oncology Unit, undertaking a reception service for the area and the booking in of patients, ensuring that Patient Administration Systems are kept up-to-date .
To welcome patients and members of the public entering the unit and ensure any queries that arise are dealt with or passed onto relevant staff.
To maintain and coordinate the clinic appointments for the unit liaising with relevant Consultants and the Ward Manager.
About us
About us
Here at George Eliot our vision to 'excel at patient care' takes centre stage. An ever evolving clinically-led acute service provider we are on a journey to continually provide high quality, safe and responsive services delivered by inspiring, friendly and compassionate staff who share our corporate values which underpin everything we do. Our values are not just words on a piece of paper, they bond us together, reflect our ambition and shape who we are:
Effective Open Communication
excellence and safety in everything we do
Challenge but support
Expect respect and dignity
Local health that inspires confidence
Benefits: On-site nursery, 27 days minimum annual leave plus bank holidays, cycle to work scheme, flexible working, in house training and development, buying and selling of annual leave, subsidised restaurant, tranquillity garden and generous subsidised on-site parking.
If you are applying for a Domestic Assistant or Health Care Assistant role you may be eligible for the refer a friend scheme - find out more here: https://www.geh.nhs.uk/about-us/people-and-workforce/vacancies/refer-friend-scheme
Job description
Job responsibilities
Main duties and responsibilities of the job
1. To welcome patients and members of the public entering the unit, direct them to the appropriate area and check, and update their details, including ethnicity on the Lorenzo and Mosaiq systems according to the Data Quality Standards and the Patient Access Policy. and ensure any queries that arise are dealt with or passed onto relevant staff.
2. To handle all telephone calls relating to the Oncology Unit appointment and booking system, ensuring all enquiries are dealt with in a polite, pleasant, and professional manner, and escalated to relevant staff where required.
3. Book and coordinate all patients follow up appointment(s) in line with relevant timescales, to enable them to attend the clinic, including liaising with relevant staff, including consultants to ensure that clinics are not overbooked and that patients are reviewed timely in line with their treatment.
4. Contact patients for short notice appointments maximising clinic utilisation.
5. To outcome all patient attendances, ensuring that all patients have either been reappointed, discharged, DNAd or added to the waiting list in accordance with agreed procedure.
6. To cancel, re-appoint and reschedule patients appointments at patient or Consultant request.
7. Ensure the Patient Administration System (Lorenzo) is kept up-to-date and reflects patients currently on the ward including consultant/speciality, and that relevant information is correct and updated.
8. Management of stock and re-ordering of consumables when required on the Trust ordering system.
9. To communicate with internal and external professional bodies, e.g. other NHS Trusts, and other Allied Healthcare Professionals where appropriate.
10. To ensure that all patients notes are kept up to date is filed in the notes in line with the George Eliot Hospital Medical Records Policy.
11. Ensure case notes are tracked in accordance with the Trust Case Note Tracking Policy.
12. Prepare for admission / clinics of patients and ensure that patient notes, where appropriate, are on the unit before the patients arrive, including ensuring that medical and notes are issued as requested by the Ward Manager / Consultant.
13. To ensure that transport is booked for patients to be taken home when required.
14. Photocopy information for the team as and when required.
15. To use other computer systems such as Mosaiq, Portal and Lorenzo.
16. To distribute mail for the multi-disciplinary team in an efficient and timely manner.
17. To undertake any other duties as deemed appropriate commensurate to the role.
For a full comprehensive list of main responsibilities and duties, please kindly refer to job description and person specification attached.
Job description
Job responsibilities
Main duties and responsibilities of the job
1. To welcome patients and members of the public entering the unit, direct them to the appropriate area and check, and update their details, including ethnicity on the Lorenzo and Mosaiq systems according to the Data Quality Standards and the Patient Access Policy. and ensure any queries that arise are dealt with or passed onto relevant staff.
2. To handle all telephone calls relating to the Oncology Unit appointment and booking system, ensuring all enquiries are dealt with in a polite, pleasant, and professional manner, and escalated to relevant staff where required.
3. Book and coordinate all patients follow up appointment(s) in line with relevant timescales, to enable them to attend the clinic, including liaising with relevant staff, including consultants to ensure that clinics are not overbooked and that patients are reviewed timely in line with their treatment.
4. Contact patients for short notice appointments maximising clinic utilisation.
5. To outcome all patient attendances, ensuring that all patients have either been reappointed, discharged, DNAd or added to the waiting list in accordance with agreed procedure.
6. To cancel, re-appoint and reschedule patients appointments at patient or Consultant request.
7. Ensure the Patient Administration System (Lorenzo) is kept up-to-date and reflects patients currently on the ward including consultant/speciality, and that relevant information is correct and updated.
8. Management of stock and re-ordering of consumables when required on the Trust ordering system.
9. To communicate with internal and external professional bodies, e.g. other NHS Trusts, and other Allied Healthcare Professionals where appropriate.
10. To ensure that all patients notes are kept up to date is filed in the notes in line with the George Eliot Hospital Medical Records Policy.
11. Ensure case notes are tracked in accordance with the Trust Case Note Tracking Policy.
12. Prepare for admission / clinics of patients and ensure that patient notes, where appropriate, are on the unit before the patients arrive, including ensuring that medical and notes are issued as requested by the Ward Manager / Consultant.
13. To ensure that transport is booked for patients to be taken home when required.
14. Photocopy information for the team as and when required.
15. To use other computer systems such as Mosaiq, Portal and Lorenzo.
16. To distribute mail for the multi-disciplinary team in an efficient and timely manner.
17. To undertake any other duties as deemed appropriate commensurate to the role.
For a full comprehensive list of main responsibilities and duties, please kindly refer to job description and person specification attached.
Person Specification
Experience and Knowledge
Essential
- Proven experience of delivering a wide range of administration tasks to a high standard, in a patient/service focused environment
- Experience of dealing with patients and the public in a polite, pleasant, and professional manner.
- Maintain patient details according to data quality standards.
- Knowledge of paper and electronic records management.
Desirable
- Experience of working in an NHS/Medical services environment
Qualifications and Professional training
Essential
- GCSE's in Maths and English at Level 5 or above or equivalent qualifications/ experience.
- Administrative/ Customers Services Skills at level 3 or equivalent training and/ or experience
- Good Customer service skills.
Desirable
- Previous experience of administration in the health sector.
Skills and Abilities
Essential
- Good attention to detail
- Good standard of literacy and IT skills
- Ability to work calmly under pressure and prioritise workload
- Excellent communication skills
Person Specification
Experience and Knowledge
Essential
- Proven experience of delivering a wide range of administration tasks to a high standard, in a patient/service focused environment
- Experience of dealing with patients and the public in a polite, pleasant, and professional manner.
- Maintain patient details according to data quality standards.
- Knowledge of paper and electronic records management.
Desirable
- Experience of working in an NHS/Medical services environment
Qualifications and Professional training
Essential
- GCSE's in Maths and English at Level 5 or above or equivalent qualifications/ experience.
- Administrative/ Customers Services Skills at level 3 or equivalent training and/ or experience
- Good Customer service skills.
Desirable
- Previous experience of administration in the health sector.
Skills and Abilities
Essential
- Good attention to detail
- Good standard of literacy and IT skills
- Ability to work calmly under pressure and prioritise workload
- Excellent communication skills
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.
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).
Additional information
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.
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).
