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.
PLEASE NOTE: We are unable to offer sponsorship for this post
Main duties of the job
You should have a good level of education. Keyboard proficiency, good customer care and experience in Administrative and Clerical duties are essential skills.
The successful candidate will be expected to work flexibly in order to meet the needs of the service.
The post holder will be based at QEH but may be asked to cross cover and/or work on a Saturday when needed.
This is a full-time post 37.5 hrs per week Monday to Friday 08.00-16.00 or 09.00-17.00 (10.00-18.00 Wed/Thurs) 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 also work in conjunction with the chemotherapy day unit team in ensuring efficient, effective, and clear pathways for patients.
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.
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 teamwork 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 and possess 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 teams in delivering a high standard of care 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 referrals, make new patient appointments ensuring that new patient encounters are created as per standard operating procedures.
- Generate new referrals from ERS system.
- 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 ensuring that patients' notes are pulled and available for clinic that require them.
- Ensure the clinical areas are prepped for each clinic session, checking each morning that the clinical rooms have been cleaned and are 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
- When needed assist the HCA to ensure all patients are weighted on arrival or heighted as appropriate and documented on Icare.
- Ensure all follow up appointments are made as instructed by clinicians on the e-outcome form.
- Ensure that patients receive their appointments in good time, either by post/those sent by the Synertec automatic service/ or text message when needed.
- Regularly monitor and action the LGT uncashed report and email clinicians of any missing e-outcomes to ensure that all patients appointments have been actioned.
- Ensuring that the three telephone lines are answered within good time and answering queries or re-directing as appropriate in a sensitive and professional manner.
- Ensure regular checks are made on the group email address and all email queries are dealt with in a timely manner, prioritising urgent email requests.
- Provide back-up cover when needed to the Chemotherapy Day Care Unit ensuring that all day care admissions are admitted and discharged (QEH site).
- 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.
- Attend Team Meetings
- Be responsible for completing LGHT mandatory training and any new training as required in line with your role.
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
- Lower GI
- Urology
- Skin
- 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 teamwork 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 and possess 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 teams in delivering a high standard of care 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 referrals, make new patient appointments ensuring that new patient encounters are created as per standard operating procedures.
- Generate new referrals from ERS system.
- 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 ensuring that patients' notes are pulled and available for clinic that require them.
- Ensure the clinical areas are prepped for each clinic session, checking each morning that the clinical rooms have been cleaned and are 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
- When needed assist the HCA to ensure all patients are weighted on arrival or heighted as appropriate and documented on Icare.
- Ensure all follow up appointments are made as instructed by clinicians on the e-outcome form.
- Ensure that patients receive their appointments in good time, either by post/those sent by the Synertec automatic service/ or text message when needed.
- Regularly monitor and action the LGT uncashed report and email clinicians of any missing e-outcomes to ensure that all patients appointments have been actioned.
- Ensuring that the three telephone lines are answered within good time and answering queries or re-directing as appropriate in a sensitive and professional manner.
- Ensure regular checks are made on the group email address and all email queries are dealt with in a timely manner, prioritising urgent email requests.
- Provide back-up cover when needed to the Chemotherapy Day Care Unit ensuring that all day care admissions are admitted and discharged (QEH site).
- 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.
- Attend Team Meetings
- Be responsible for completing LGHT mandatory training and any new training as required in line with your role.
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
- Lower GI
- Urology
- Skin
- 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
- Good Level of Education GCSE's English/Maths or NVQ3 equivalent
- Good computer skills
- Good English and numeracy skills
Experience
Essential
- General Administrative/Reception Experience
- Excellent Communication Skills
Desirable
- NHS experience
- General public relations/Customer Care
- Proficient in Microsoft packages - Word/Excel
Knowledge & Skills
Essential
- Good working knowledge of computer systems
- Have a full knowledge of the importance of confidentiality (Data Protection Act)
- Possess the necessary skills needed to allow effective team working
- 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
- Possess a high level of communication skills both written and oral
Desirable
- Working knowledge of Icare or equivalent NHS systems
- Proficient in Microsoft packages - Word/Excel
Person Specification
Qualifications & Training
Essential
- Good Level of Education GCSE's English/Maths or NVQ3 equivalent
- Good computer skills
- Good English and numeracy skills
Experience
Essential
- General Administrative/Reception Experience
- Excellent Communication Skills
Desirable
- NHS experience
- General public relations/Customer Care
- Proficient in Microsoft packages - Word/Excel
Knowledge & Skills
Essential
- Good working knowledge of computer systems
- Have a full knowledge of the importance of confidentiality (Data Protection Act)
- Possess the necessary skills needed to allow effective team working
- 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
- Possess a high level of communication skills both written and oral
Desirable
- Working knowledge of Icare or equivalent NHS systems
- Proficient in Microsoft packages - Word/Excel
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.
