Job responsibilities
To
support the senior radiotherapy team in the operational management of
radiotherapy services by co-ordinating day to day administrative and
secretarial functions.
The
postholder will also provide a comprehensive service to the clinical
management team in co-ordinating department performance data which includes
proactively managing and tracking all cancer patients for cancer target
pathways ensuring that care is co-ordinated and ensuring that key events are
tracked and communicated to the appropriate clinical management staff within
the CSU.
The
radiotherapy department delivers treatment care packages to approximately
7,500 patients with cancer per year.
As
the radiotherapy department administrator you will be expected to support the
radiotherapy team, of some 170 staff, with the appropriate administrative and
secretarial support functions, ensuring stated deadlines are met.
You
will provide support to staff at many levels to ensure the smooth and
streamlined operation of the departmental administrative functions. The
postholder will also act as a liaison contact for all the disciplines
involved in the radiotherapy process.
The
postholder will co-ordinate the Radiotherapy Cancer Waits Targets (CWT) of
the patient pathway within the CMT for radiotherapy.
The
postholder will be responsible for maintaining the cancer database pertinent
to those CWT patients for radiotherapy within the CMT and for ensuring that
information and systems relating to the tracking and monitoring on the system
are updated on a daily basis.
The
postholder will ensure that they conduct their responsibilities in line with
the Trust Cancer Team and departmental policies relating to the management of
cancer patients.
To
be expected to use initiative in order to achieve the expected results as
defined by departmental policies and regulations. The post holder should use
their discretion to take action whilst accepting and utilising guidance from
peers.
7. CORE BEHAVIOURS AND SKILLS
The
post holder will be honest, reliable & professional and demonstrate the
behaviors outlined by the Trust.
The
postholder is expected to work as part of the radiotherapy team and to reach
the goals set by the Operational Head of Department. They are expected to be
flexible and open to new ideas and ways of working.
They
will be expected to be able to work on their own and seek out opportunities
for appropriate involvement.
The
postholder will be expected to relate well to people at all levels. They will
be expected to use their initiative to appropriately act on, resolve and
refer issues within their remit. They should actively learn from experience
of what does and does not work in relation to their role.
8. CORE KNOWLEDGE AND UNDERSTANDING
A
basic understanding of the cancer pathway is required.
Postholder
must develop an understanding of Trust and national standards / targets
applicable to radiotherapy, this includes knowledge of the NHS Cancer Plan,
knowledge of the national cancer guidance and national cancer standards
(waiting targets).
Postholder
must develop knowledge of key Trust information systems and the ability to
navigate these in the implementation of duties in tracking patients (e.g PAS,
PPM) and input data into them on a daily basis for network wide MDT
co-ordinators and the Cancer Centre to act on.
Postholder
is expected to design and maintain excel spreadsheets for the purpose of
tracking target patients and keeping records of target breaches and the
reasons for the breaches.
9. PRINCIPAL DUTIES & AREAS OF
RESPONSIBILITY
Comprehensive
Secretarial and Administrative Support
Provide a professional, friendly
and competent central contact point for both staff and external agencies Appropriately deal with patient enquiries,
either verbally , in writing or by email
Organise
functions/meetings/conferences (venues, catering, travel etc)
Provide full secretarial support to
the senior management team (includes minute taking, diary systems, writing
letters for HoD as and when required)
Responsible for maintaining stock
control (of stationery).
Facilitate effective communication
between team members and other key staff.
Design data bases, spreadsheets,
graphs and reports as required and keep them updated.
Produce routine departmental
statistics for use in service monitoring and for wider publication from
existing and identified sources. Be responsible for the routine distribution
of validated data.
Responsible for dealing with
charitable donations of either cash or cheques.
Responsible for ordering stationery
and ensuring stock levels are appropriate.
Liaise with key staff regarding the
departmental information/ statistics including information teams within the
service directorate, cancer units and network.
Undertake appropriate
administrative projects to support the service development work of the senior
team including clinic audits.
Maintain confidential personnel
files and associated databases for a team of 170+ radiotherapy staff. Prepare
reports as required
Prepare and update a database of
departmental staff and student attendance e.g. sickness, annual and study
leave. Prepare routine reports and highlight trends to senior management team
Distribute and collect personal
dosemeters quarterly, hospital wide.
Receive dose reports from badges and ensure all designated staff are
regularly monitored. Check reports and instigates any necessary action.
Undertake administration of staff
recruitment, promotion, resignation etc (includes inputting adverts onto NHS
jobs website, managing application forms, references, CRB checks, organising
interview dates, dealing with candidate queries and completion of relevant
paperwork).
Assist the senior team in
identifying means of monitoring the activity and quality of the service
provided. Identify trends as appropriate.
Maintain an awareness of service
development and contribute to the implementation of change.
Carrying out additional duties as
requested by the Head of Radiotherapy or management team, commensurate with
the grade of the post
Cancer
Waiting Times
Proactively manage patients on the
cancer pathway in order to meet national cancer waiting time standards.
Liaise with consultants, their
secretaries and other key Trust staff to ensure the delivery of a
co-ordinated and consistent tracking service and information system for
patients on the cancer pathways. Postholder will need negotiating skills to
ensure that secretaries, MDT co-ordinators and clerks understand the reasons
why patients appointments may need to be changed to meet cancer waiting time
(CWT) targets
Responsible for monitoring of the
patients progress through the various aspects of the pathway ensuring that
daily monitoring is carried out to ensure key trigger and escalation points
are checked and adhered to.
Responsible for timely preparation
of information for weekly CMT performance meetings.
Responsible for identifying
breaches from the tracking system in accordance with cancer wait guidance.
Breaches need reporting to the HoD and the CMT business manager on a weekly
basis.
Keep records of all breaches and
the reasons why.
