Oncology Clerical Assistant (ROH INTERNAL APPLICANTS ONLY)

Job description

Job responsibilities

This is not an exhaustive list of duties, and a regular review will take place with the post-holder as part of their ongoing development and performance management.

KEY CORE RESPONSIBILITIES:

To be responsible for processing all new suspected cancer referrals received within the Oncology Service, in order to meet the 2-week cancer wait in accordance with the National Cancer Standards.

To receive referrals for suspected cancers from various sources and ensure that the date of receipt is recorded. These referrals will be received in several ways including; letters, proformas, telephone and email.

Referrals are processed on a daily basis, e.g. triaged and monitored upon receipt.

Referrals are registered on PAS system and other trust systems registrations identified.

Notes are amalgamated and cross referenced on PAS as required.

Onkos/ Somerset and PAS to be kept up to date with all relevant patient information

All previous notes are requested and updated as necessary

Queries from Patients, GPs and outside agencies are responded to in a timely fashion, upholding the highest standard of customer care at all times. Queries that cannot be resolved should be discussed with team leaders immediately for advice and support.

Ensure that oncology chits are planned onto to outpatient waiting list accurately or follow up appointment's booked within the timeframe stated on the form and actioned within 2 working days.

Liaise and support the Medical Secretaries, Clinicians and other members of the Oncology Team, to ensure that patient data is available and accurate.

Take responsibility for ensuring all data items are available when the referral to the Oncology/Spinal Oncology Service is processed. Exchange information with patients and staff for appointments verbally, in written format etc and pass on medical information as required.

Exercise judgement when dealing with patient enquiries, analyse and resolve patient and staff problems..

Update EBS categories for DoH and audit on Oncology Database and PAS.

Ensure that any processes associated with managing OPD waiting times are documented and accurate records are updated in patients records (and Oncology Database).

To participate in appraisals and personal reviews and work to achieve agreed objectives.

To provide cross cover for the Oncology Admin clerk during annual leave and sickness.

Any other duties commensurate with the grading and nature of the post.

COMMUNICATION AND WORKING RELATIONSHIPS

Demonstrate interpersonal skills when dealing with all levels of staff and patients.

Ensure telephone manner is kept professional

Handle confidential patient material in a sensitive and discrete manner in compliance with Trust policies and procedures.

Liaise with other departments and members of the Trust to ensure patient pathways are followed correctly.

Create strong working relationships with the wider teams to ensure we are providing the best possible service for the patients.

ANALYTICAL AND JUDGEMENT Responsibilities

Use initiative and act on problems that arise within the Oncology Department.

Understand at what point concerns need to be escalated to Management.

Ability to reflect on what went wrong and how to do things differently.

PLANNING AND ORGANISATIONAL SKILLS

Demonstrate organisational skills with large workloads and understand what needs to be prioritised.

Maintain records and data bases, ensuring they are kept up to date at all times.

Person Specification

Qualifications

Essential

• Math's and English GCSE at Grade C/4 and above or equivalent experience

Desirable

• Training on relevant NHS systems

Experience

Essential

• Recent administrate or customer services experience
• Experience with talking via the telephone in a professional manner

Desirable

• NHS Experience in an office environment
• Knowledge of National Cancer Targets

Personal Qualities

Essential

• Able to work on own initiative and prioritise workload
• Able to deal with distressing/emotional situations
• Accurate data entry

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.

Certificate of Sponsorship

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).

Employer details

Employer name

The Royal Orthopaedic Hospital NHS Foundation Trust

Address

The Royal Orthopaedic Hospital

Bristol Road

Birmingham

B31 2AP

Employer's website

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