Radiotherapy Co-ordinator Team Leader (XN03)

Job description

Job responsibilities

Principal Duties and Responsibilities

Staff Supervision

Coordinate the day to day activities of a team of coordinators.

To maintain regular communications with all staff to ensure they all receive and participate in briefings and are aware of knowledge and

information relating to them and their role.

To be actively involved in the recruitment process.

Continually review staffing levels and ensure there is adequate cover for staff during periods of absence or flexible working practices in order to maintain a quality service.

Train and supervise members of staff in all aspects of the coordinator role and exceptional customer service, motivating, improving

performance and promoting team values to achieve required outcomes. Contribute to the identification and planning of development needs for the team and individuals.

Contribute to the assessment of staff performance against objectives and be responsible for the performance development reviews of

individuals. On a day to day basis support individual learning and development.

Service Management

Be responsible for the implementation of Trust procedures and protocols within the department.

Ensure the reception areas and appropriate appointment systems are managed in accordance with Trust and Patient Access Policies and

within specialty guidelines.

Ensure that information on the relevant administration systems (e.g. Mosaiq, PPM) is recorded in an accurate and timely manner.

To be receptive to and assist in, the development and introduction of new ways of working.

Ensure that joint working and close cooperation is developed with other departments.

Undertake monitoring of performance to ensure high quality service delivery.

Respond effectively to telephone communications in a polite and helpful manner, observing the need for discretion and courtesy. Take

responsibility for returning any follow-up calls as necessary.

Support the induction process for all new clerical officers and work with the Outpatient Coordinator to develop refresher programmes/updates for existing staff.

Respect patient Confidentiality and be aware of the Data Protection Act and Caldicott Guidelines.

Responsible for ordering stock/stock control - liaise closely with department administrator.

Any other duties, which may be required as determined by the Outpatient Co-ordinator or the Outpatient Site Manager.

5. THE LEEDS WAY VALUES

Our values are part of what make us different from other trusts, so we see

this as a strength, as well as a responsibility. They have been developed

by our staff and set out what they see as important to how we work. Our

five values are:

Patient-centred

Collaborative

Fair

Accountable

Empowered

All our actions and endeavours will be guided and evaluated through these values

Infection Control

The jobholder must comply at all times with the Leeds Teaching Hospitals NHS Trust Infection Control policies, in particular by practising Universal Infection Control Precautions. Hand hygiene must be performed before and after contact with patients and their environment.

Health and Safety / Risk Management

All staff are responsible for working with their colleagues to maintain and improve the quality of services provided to our patients and other service users. This includes complying at all times with the Leeds Teaching Hospitals NHS Trust Policies, including Health and Safety policies, in particular by following agreed security and safer working procedures, and reporting incidents using the Trust Incident Reporting system.

Equality and Diversity

The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families. No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc.

Training and Personal Development

The jobholder must take responsibility in agreement with his/her line manager for his/her own personal development by ensuring that

Continuous Professional Development remains a priority. The jobholder will undertake all mandatory training required for the role.

Communications and Working Relationships

It is essential that the Supervisor maintains and develops good working relationships with all staff. This will involve considerable liaison with

consultants, nursing staff, managers, medical secretaries, and patient administration staff throughout the Trust. The post holder will be required to liaise and communicate clearly and professionally with cancer patients (many of which are elderly, frail or confused), carers, and departmental staff at all levels, including Consultant Oncologists.

Special Working Conditions

i) Physical Effort:

Office based and regular use of a VDU and display screen equipment. Moderate physical effort (moving patients on trolleys, wheelchairs, with hoists etc.) is required on an occasional basis (could be several times per shift).

ii) Mental Effort:

Frequent requirement for concentration working to departmental deadlines and service level agreements.

iii) Emotional Effort:

The post holder will have direct contact with cancer patients and is required to recognize and ease distress of them. Occasionally, these patients will be terminally ill. Additionally, post holder will have occasional exposure to emotional situations when dealing with staffing issues.

iv) Working Conditions:

The role involves a proportion of time in VDU usage (approximately 50%), one-to one situations with patients (30%), with the remainder split between administration, restocking, telephone communications and supporting staff appropriately.

In dealing with patients (dressing, helping with toilet issues, attending patients on trolleys) the post holder will occasionally have direct contact with bodily fluids, soiled linen, smells etc

Person Specification

Skills & behaviours

Essential

• The post-holder will be expected to be diplomatic, self-motivated and enthusiastic with a professional attitude
• The post-holder will be expected to be a good team player, with the ability to work flexibly in a diverse and demanding environment to meet the evolving needs of the department.
• To support and guide their team, including the development of an induction programme for new members of staff.
• To provide a high standard confidential, effective and accurate administration service.
• Communicate sensitively and effectively with patients, relatives, colleagues and all other healthcare professionals.
• Respect the working environment, to be responsible for ones own acts and omissions in relation to Health & Safety
• Responsible for appropriate use of equipment within the working environment.
• A willingness to undergo all training requirements necessary for the post
• Fair, honest and consistent in their approach.
• Diplomatic, self-motivated and enthusiastic with a professional attitude
• Communicate sensitively and effectively.
• A good team player, with the ability to work flexibly in a diverse and demanding environment.
• Demonstrate the ability to work within local guidelines

Desirable

• Basic computer literacy and willingness to further computer skills.
• Standard Keyboard Skills
• Excellent organisational skills with the ability to work both independently and as part of a team.
• Must have effective supervisory skills, be highly motivated and lead by example to motivate other team members
• Prioritise own workload and that of the team, work under pressure, multi-task and be aware of, and achieve, time deadlines.
• An ability to train staff, including temporary staff, as required and to monitor progress on a continuing basis.
• Highly developed interpersonal skills with the ability to exchange confidential, sensitive or contentious information clearly and effectively at all levels, i.e. patients, relatives, colleagues a
• An ability to exercise judgement when dealing with patient enquiries to evaluate the situation and resolve problems.
• The ability to cope with the sometimes distressing and emotional nature of the work when dealing with situations requiring sensitivity involving colleagues, patients and their families.
• To be adaptable and flexible.

Skills & behaviours

Essential

• The post-holder will be expected to be diplomatic, self-motivated and enthusiastic with a professional attitude
• The post-holder will be expected to be a good team player, with the ability to work flexibly in a diverse and demanding environment to meet the evolving needs of the department.
• To support and guide their team, including the development of an induction programme for new members of staff.
• To provide a high standard confidential, effective and accurate administration service.
• Communicate sensitively and effectively with patients, relatives, colleagues and all other healthcare professionals.
• Respect the working environment, to be responsible for ones own acts and omissions in relation to Health & Safety
• Responsible for appropriate use of equipment within the working environment.
• A willingness to undergo all training requirements necessary for the post
• Fair, honest and consistent in their approach.
• Diplomatic, self-motivated and enthusiastic with a professional attitude
• Communicate sensitively and effectively.
• A good team player, with the ability to work flexibly in a diverse and demanding environment.
• Demonstrate the ability to work within local guidelines

Desirable

• Basic computer literacy and willingness to further computer skills.
• Standard Keyboard Skills
• Excellent organisational skills with the ability to work both independently and as part of a team.
• Must have effective supervisory skills, be highly motivated and lead by example to motivate other team members
• Prioritise own workload and that of the team, work under pressure, multi-task and be aware of, and achieve, time deadlines.
• An ability to train staff, including temporary staff, as required and to monitor progress on a continuing basis.
• Highly developed interpersonal skills with the ability to exchange confidential, sensitive or contentious information clearly and effectively at all levels, i.e. patients, relatives, colleagues a
• An ability to exercise judgement when dealing with patient enquiries to evaluate the situation and resolve problems.
• The ability to cope with the sometimes distressing and emotional nature of the work when dealing with situations requiring sensitivity involving colleagues, patients and their families.
• To be adaptable and flexible.

Skills & behaviours

Essential

• The post-holder will be expected to be diplomatic, self-motivated and enthusiastic with a professional attitude
• The post-holder will be expected to be a good team player, with the ability to work flexibly in a diverse and demanding environment to meet the evolving needs of the department.
• To support and guide their team, including the development of an induction programme for new members of staff.
• To provide a high standard confidential, effective and accurate administration service.
• Communicate sensitively and effectively with patients, relatives, colleagues and all other healthcare professionals.
• Respect the working environment, to be responsible for ones own acts and omissions in relation to Health & Safety
• Responsible for appropriate use of equipment within the working environment.
• A willingness to undergo all training requirements necessary for the post
• Fair, honest and consistent in their approach.
• Diplomatic, self-motivated and enthusiastic with a professional attitude
• Communicate sensitively and effectively.
• A good team player, with the ability to work flexibly in a diverse and demanding environment.
• Demonstrate the ability to work within local guidelines

Desirable

• Basic computer literacy and willingness to further computer skills.
• Standard Keyboard Skills
• Excellent organisational skills with the ability to work both independently and as part of a team.
• Must have effective supervisory skills, be highly motivated and lead by example to motivate other team members
• Prioritise own workload and that of the team, work under pressure, multi-task and be aware of, and achieve, time deadlines.
• An ability to train staff, including temporary staff, as required and to monitor progress on a continuing basis.
• Highly developed interpersonal skills with the ability to exchange confidential, sensitive or contentious information clearly and effectively at all levels, i.e. patients, relatives, colleagues a
• An ability to exercise judgement when dealing with patient enquiries to evaluate the situation and resolve problems.
• The ability to cope with the sometimes distressing and emotional nature of the work when dealing with situations requiring sensitivity involving colleagues, patients and their families.
• To be adaptable and flexible.

Experience

Essential

• Experience of working in a clinical environment. (This includes work experience at school or college)
• Experience at supervisory/senior level in a health care environment
• A well-developed understanding and knowledge of clinical and administrative based procedures/ systems gained over a significant period to enable implementation and appropriate training of the co
• Interpretation and analysis of reports, databases and spreadsheet information
• Well-developed knowledge and experience of using a variety of IT applications in a Windows based environment.
• Working in a customer focussed environment.
• An ability to effectively implement, and reinforce where necessary, Trust policies, hospital practices and procedures associated with the role of the office manager which require specialist knowl
• An ability to provide basic clinical advice and information to colleagues, patients and their families.
• Appreciation of clinical/operational areas that the service area interacts with.
• Application of data protection and copyright laws and their effects on the service.
• Appreciation of the aims and application of standards of care
• An understanding of the relationship and impact on the service of a range of IT applications e.g. PAS/Mosaiq.
• Awareness of the NHS Plan and Modernisation Plans.
• The post-holder to possess a good standard of written and spoken English.
• Basic computer literacy and willingness to further computer skills.

Desirable

• Experience working with patients in an administrative environment.
• Experience coordinating / supervising a team of clerical staff.
• Understanding of the Outpatient Management Policy and other policies in use at the Trust.

Qualifications

Essential

• Completion of Care Certificate. Otherwise will be mandatory training requirement during first 3 months of employment
• Level 3 qualification or equivalent in relevant health care related subject
• Relevant supervisor/manager experience/skills/qualifications Good Basic Standard of Education demonstrating excellent communication skills and numeracy
• A willingness to undergo training to carry out the job.

Desirable

• Minimum of 5 GCSE, Level 3 NVQ or the equivalent qualifications
• Demonstrate previous experience of training to carry out a job.
• Demonstrate previous experience of training others.

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.

Employer details

Employer name

Leeds Teaching Hospitals

Address

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF

Employer's website

https://www.leedsth.nhs.uk/ (Opens in a new tab)