Job summary
We are looking for a cheerful, conscientious and adaptable person to join our busy reception team in providing administrative support to Macmillan Brook Unit and Suite 8.
Applicants should have excellent communication skills, be self-motivated and able to make full use of the computer systems, including knowledge of Icare. Common sense and the ability to remain calm under pressure are essential attributes applicants will require for this post.
This is a busy area and a focal point for receiving patients and visitors. You will need to be able to work in a calm, logical and methodical way, be able to multi-task whilst dealing with frequent interruptions and will need to possess effective communication skills.
Main duties of the job
You should have good keyboard skills and have a good level of education with experience in Administrative and Clerical duties with good customer care skills.
The successful candidate will be expected to work flexibly in order to meet the needs of the service.
This is a full-time post 37.5 hrs per week Monday to Friday 08.00-16.00 and 09.00-17.00 on alternate weeks.
You will work in close liaison with the Macmillan Brook Unit/Suite 8 team including the Administration Manager, Specialist Nurses, Clinicians and Health Care Assistants.
You will ensure there are efficient, effective, and clear pathways for patients on chemotherapy treatment and the safe running of the Unit.
About us
Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:
- Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development
- Widening access (anchor institution) and employability
- Improving the experience of staff with disability
- Improving the EDI literacy and confidence of trust staff through training and development
- Making equalities mainstream
Job description
Job responsibilities
Job Summary:
- Accountable to the Administration Manager for the smooth running of the Macmillan Brook/Suite 8 Unit.
- To provide effective team working by possessing a high standard of communications skills both written and oral. To be able to prioritise their own workload with a good working knowledge of computer systems with the ability to be diplomatic at all times.
- To contribute to the standard operating procedures of the service.
- The work as part of the Cancer service within Lewisham and Greenwich Healthcare NHS Trust to facilitate, co-ordinate and support the nursing and clinical team to enable high standards of care to be delivered to patients and families.
Key Result Areas & Performance:
- To be accountable to the Administration Manager for the day to day running of the department
- To inform the Administration Manager of any untoward incident or occurrence so that remedial action can be taken at the earliest opportunity
- To be aware and comply with departmental policies and protocols
- To communicate with colleagues, healthcare professionals and patients in a polite and courteous manner, showing the degree of professionalism expected
- Under the supervision of the Administration Manager ensure that clinics are maintained and adjusted in line with clinicians annual and study leave. This may involve cancelling and rescheduling of clinics as necessary. Compile forward planning sheets of clinics as requested
- Following receipt of new patient referral letters make new patient appointments ensuring that new patient encounters are created as per standard operating procedures.
- Working with the Administration Manager supporting all members of the unit team to ensure that all services are adequately covered i.e. ensuring that there is adequate cover for the HCAs
- To be responsible for the prepping of medical records in accordance with Trust standards pulled for clinic and that they are prepped and fit for purpose, where necessary amalgamating and re-foldering and that the notes are set out as per Lewisham and Greenwich NHS Trust casenote keeping procedure.
- Ensure the clinical areas are prepped for each clinic session by running the taps in the clinical rooms each morning (QEH site only), checking each morning and evening that the clinical rooms are clean and well maintained with adequate stock.
- Provide, at all times, a welcoming, supportive and caring environment for patients, relatives and visitors.
- Regular update of the kiosk self-checking in system.
- Check every patient for any changes of recorded information and update accordingly
- Ensure all patients are weighted on arrival or heighted as appropriate.
- Ensure that medical notes are pulled for each patient on arrival and once pulled are maintained under strict time order under correct clinicians clinic.
- Ensure all follow up appointments are made as directed by the outcome forms handed into reception by the patient on exit of the department.
- Ensuring that the two telephone lines are answered within three rings and answering queries or re-directing as appropriate in a sensitive and professional manner.
- Ensure regular checks are made on a regular basis the group email address and that all email queries are dealt with and responded to in a timely manner, including urgent bookings , and cancellation of clinics due to clinicians leave and that the requester is notified when the task has been completed.
- Providing back up cover on a Friday to the Chemotherapy Day Care Unit ensuring that all day care admissions are admitted and discharged (QEH site).
- Accurately send out all relevant post regarding future appointments
- In the absence of the medical records team track all records in and out of the department
- Order and maintain necessary stationary as required in the clinical rooms and reception area
- Request all necessary maintenance work after consultation with the Administration Manager.
- Ensure that all patient registration for new patients undergoing chemotherapy treatment are created through the e-prescribing portal.
- Providing reception cover to the area from 8.30 am until 6pm in line with the reception rota.
Work force
We are part of the London Cancer Alliance and are linked to the Cancer Centre at GSTT & Kings College Hospitals.
We see patients who have been referred by their General Practitioner (GP) and we offer a wide range of cancer treatments delivered by experienced, specialist staff.
Different cancers are treated in different ways. Patients may be treated as an inpatient, staying overnight on-site, or as an outpatient or day case. During your treatment, the patient may be cared for by specialist nurses, who have specific skills and training, as well as specialist doctors.
If the most appropriate treatment for you would be radiotherapy, or if you need particularly complex surgery, we may refer you to our specialist colleagues at the Cancer Centre (Guy's, King's and St Thomas' Hospital). Similarly, if you need high dose chemotherapy, we may refer you to the Cancer Centre.
The Cancer Services provided at Lewisham & Greenwich NHS Trust are:
- Breast
- Lung
- Colorectal
- Upper GI
- Urology
- Haemato-Oncology
- Acute Oncology
The MacMillan Brook Unit/Suite 8 combines a chemotherapy service with a blood transfusion service.
Chemotherapy is delivered to inpatients on a specialist wards and to outpatients in the Chemotherapy Day Units.
Clinical haematology is the diagnosis and management of a wide range of blood, bone marrow, lymph node and spleen disorders. This ranges from benign disorders through to haematological malignancies requiring chemotherapy.
Job description
Job responsibilities
Job Summary:
- Accountable to the Administration Manager for the smooth running of the Macmillan Brook/Suite 8 Unit.
- To provide effective team working by possessing a high standard of communications skills both written and oral. To be able to prioritise their own workload with a good working knowledge of computer systems with the ability to be diplomatic at all times.
- To contribute to the standard operating procedures of the service.
- The work as part of the Cancer service within Lewisham and Greenwich Healthcare NHS Trust to facilitate, co-ordinate and support the nursing and clinical team to enable high standards of care to be delivered to patients and families.
Key Result Areas & Performance:
- To be accountable to the Administration Manager for the day to day running of the department
- To inform the Administration Manager of any untoward incident or occurrence so that remedial action can be taken at the earliest opportunity
- To be aware and comply with departmental policies and protocols
- To communicate with colleagues, healthcare professionals and patients in a polite and courteous manner, showing the degree of professionalism expected
- Under the supervision of the Administration Manager ensure that clinics are maintained and adjusted in line with clinicians annual and study leave. This may involve cancelling and rescheduling of clinics as necessary. Compile forward planning sheets of clinics as requested
- Following receipt of new patient referral letters make new patient appointments ensuring that new patient encounters are created as per standard operating procedures.
- Working with the Administration Manager supporting all members of the unit team to ensure that all services are adequately covered i.e. ensuring that there is adequate cover for the HCAs
- To be responsible for the prepping of medical records in accordance with Trust standards pulled for clinic and that they are prepped and fit for purpose, where necessary amalgamating and re-foldering and that the notes are set out as per Lewisham and Greenwich NHS Trust casenote keeping procedure.
- Ensure the clinical areas are prepped for each clinic session by running the taps in the clinical rooms each morning (QEH site only), checking each morning and evening that the clinical rooms are clean and well maintained with adequate stock.
- Provide, at all times, a welcoming, supportive and caring environment for patients, relatives and visitors.
- Regular update of the kiosk self-checking in system.
- Check every patient for any changes of recorded information and update accordingly
- Ensure all patients are weighted on arrival or heighted as appropriate.
- Ensure that medical notes are pulled for each patient on arrival and once pulled are maintained under strict time order under correct clinicians clinic.
- Ensure all follow up appointments are made as directed by the outcome forms handed into reception by the patient on exit of the department.
- Ensuring that the two telephone lines are answered within three rings and answering queries or re-directing as appropriate in a sensitive and professional manner.
- Ensure regular checks are made on a regular basis the group email address and that all email queries are dealt with and responded to in a timely manner, including urgent bookings , and cancellation of clinics due to clinicians leave and that the requester is notified when the task has been completed.
- Providing back up cover on a Friday to the Chemotherapy Day Care Unit ensuring that all day care admissions are admitted and discharged (QEH site).
- Accurately send out all relevant post regarding future appointments
- In the absence of the medical records team track all records in and out of the department
- Order and maintain necessary stationary as required in the clinical rooms and reception area
- Request all necessary maintenance work after consultation with the Administration Manager.
- Ensure that all patient registration for new patients undergoing chemotherapy treatment are created through the e-prescribing portal.
- Providing reception cover to the area from 8.30 am until 6pm in line with the reception rota.
Work force
We are part of the London Cancer Alliance and are linked to the Cancer Centre at GSTT & Kings College Hospitals.
We see patients who have been referred by their General Practitioner (GP) and we offer a wide range of cancer treatments delivered by experienced, specialist staff.
Different cancers are treated in different ways. Patients may be treated as an inpatient, staying overnight on-site, or as an outpatient or day case. During your treatment, the patient may be cared for by specialist nurses, who have specific skills and training, as well as specialist doctors.
If the most appropriate treatment for you would be radiotherapy, or if you need particularly complex surgery, we may refer you to our specialist colleagues at the Cancer Centre (Guy's, King's and St Thomas' Hospital). Similarly, if you need high dose chemotherapy, we may refer you to the Cancer Centre.
The Cancer Services provided at Lewisham & Greenwich NHS Trust are:
- Breast
- Lung
- Colorectal
- Upper GI
- Urology
- Haemato-Oncology
- Acute Oncology
The MacMillan Brook Unit/Suite 8 combines a chemotherapy service with a blood transfusion service.
Chemotherapy is delivered to inpatients on a specialist wards and to outpatients in the Chemotherapy Day Units.
Clinical haematology is the diagnosis and management of a wide range of blood, bone marrow, lymph node and spleen disorders. This ranges from benign disorders through to haematological malignancies requiring chemotherapy.
Person Specification
Qualifications & Training
Essential
- NVQ3
- Possess the necessary skills needed to allow effective team working
- Possess a high level of communication skills both written and oral
- Be able to work effectively under stress
- To be able to manage and organise own workload with the ability to multi task with constant distraction
Experience
Essential
- General clerical/reception experience
Desirable
- NHS experience
- General public relations
Knowledge & Skills
Essential
- Good working knowledge of computer systems
- Have a full knowledge of the importance of confidentiality (Data Protection Act)
Desirable
- Working knowledge of Icare, eprescribing and enlighten systems
Person Specification
Qualifications & Training
Essential
- NVQ3
- Possess the necessary skills needed to allow effective team working
- Possess a high level of communication skills both written and oral
- Be able to work effectively under stress
- To be able to manage and organise own workload with the ability to multi task with constant distraction
Experience
Essential
- General clerical/reception experience
Desirable
- NHS experience
- General public relations
Knowledge & Skills
Essential
- Good working knowledge of computer systems
- Have a full knowledge of the importance of confidentiality (Data Protection Act)
Desirable
- Working knowledge of Icare, eprescribing and enlighten systems
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).
