Job summary
The post holder will be carry out a range of specific activities in the support of the Radiotherapy department, Oncology clinics and wards within Women's Services providing an efficient administrative and clerical support service in line with service requirements. The post holder will also provide a quality reception service for all users of the Outpatient based services and the Trust
The post holder will have skills in all areas of administrative functions to enable them to support the patient pathway. The post holder should be able to cross cover within Women's Services Department and to work shift patterns.
Main duties of the job
- Collect data as required to assist with audits of service provisiontaffing huddle within the unit
- Ordering stationary following training in the use of PECOS
- Support with restocking admin stores when they arrive on the ward
- Ensure that all patients and colleagues are treated courteously at all times in line with customer care standards and Trust values
- Maintain excellent communication between patients, nursing staff, clinicians and other members of administrative and multi-disciplinary team at all times
- Participate proactively in projects and service improvements as required
- Assist with induction programmes for new staff within department
- To contribute to the production and updating of patient information and other useful resources
- Completing outcomes on internal systems to record patient appointments ensuring trust income.
- To present a professional image at all times to ensure that good communication and customer service is maintained with all patients and colleagues
- To provide a customer focused service to patients and be able to communicate effectively and appropriately with patients and all levels of staff
- To participate and be pro-active within team/ward meetings within the To ensure that all complaints or patients issues are escalated to the Team Leader in charge in a timely fashion including those resolved by the post holder
For other duties see Detailed job description and main responsibilities
About us
North Mid is part of North Central London integrated care system - consisting of the NHS and Local authority organisations in Camden, Islington, Barnet, Enfield and Haringey. As with other ICS's, we are working increasingly closely with partners and indeed many of our financial and performance objectives are measured at this system level. Whilst all organisations remain as standalone, statutory bodies we have an ICS infrastructure for making shared decisions and agreeing shared approaches.
We are proud of our staff and want to ensure their training allows them to provide excellent clinical care. We are also a training unit for medical students from UCL and St George's University Grenada, and for nursing and midwifery students from Middlesex and City Universities.
Take a tour of our hospital here
Job description
Job responsibilities
- Provide a high-quality administrative service for the Outpatient department and ensure appointments are made in line with Trust policies, guidelines and departmental protocols.
- Collection of chemotherapy from pharmacy production unit and complete the documentation when the chemotherapy has arrived on the ward following the appropriate training.
- Printing of blood forms.
- Escorting patient to chemotherapy chair and main entrance as appropriate.
- Collection of medication for patients from pharmacy.
- Booking of transport for medication for delivery to patients.
- To be responsible for the timely processing and distribution of all incoming mail
- Participate in all administrative and clerical duties within oncology Services as required
- Use the hospital Careflow system to ensure that all data is correctly recorded
- Assist the Patient Pathway Officer to ensure all healthcare notes and diagnostic results are available for each patient at the beginning of the clinic session
- Ensure all relevant documents are filed in patients healthcare records according to local standards for turnaround time
- Retrieve health records as requested by members of the team: ensure that all Health Records provided for clinical and administrative purpose are prepared to departmental standards
- Book and reschedule patient appointments as required, including providing verbal preparation and instructions
- Book patients on hospital Chemocare system
- Send mail to relevant teams for prescription
- Oversee patient care procedure for appointments, including; check patient consent forms, complete patients diary with bookings, alert card for patient, choose and print information patient pack.
- Liaise with ward co-ordinator for bookings, deferals
- Respond to emails about appointment queries as directed
- Assist with booking services for patients g. transport
- Deal with telephone queries promptly and efficiently
- Deal with complaints from patients, primary care and other staff, resolve where possible or refer onwards to senior members of the admin team
- Triage patients for priority list; regimes, bloods investigations, dental checks, scans required, book for picc lines if needed
- Maintain databases and/or departmental spreadsheets
For other main responsibilities see Main duties of the job.
After several years of ever closer working, North Mid and Royal Free London are planning to come together as one organisation to enable them to go further and faster in improving services for patients and the health of the local community than they can achieve separately. The merger of North Mid into the RFL group is currently expected to take place on 1 January 2025, subject to NHS England and Secretary of State approval.
Job description
Job responsibilities
- Provide a high-quality administrative service for the Outpatient department and ensure appointments are made in line with Trust policies, guidelines and departmental protocols.
- Collection of chemotherapy from pharmacy production unit and complete the documentation when the chemotherapy has arrived on the ward following the appropriate training.
- Printing of blood forms.
- Escorting patient to chemotherapy chair and main entrance as appropriate.
- Collection of medication for patients from pharmacy.
- Booking of transport for medication for delivery to patients.
- To be responsible for the timely processing and distribution of all incoming mail
- Participate in all administrative and clerical duties within oncology Services as required
- Use the hospital Careflow system to ensure that all data is correctly recorded
- Assist the Patient Pathway Officer to ensure all healthcare notes and diagnostic results are available for each patient at the beginning of the clinic session
- Ensure all relevant documents are filed in patients healthcare records according to local standards for turnaround time
- Retrieve health records as requested by members of the team: ensure that all Health Records provided for clinical and administrative purpose are prepared to departmental standards
- Book and reschedule patient appointments as required, including providing verbal preparation and instructions
- Book patients on hospital Chemocare system
- Send mail to relevant teams for prescription
- Oversee patient care procedure for appointments, including; check patient consent forms, complete patients diary with bookings, alert card for patient, choose and print information patient pack.
- Liaise with ward co-ordinator for bookings, deferals
- Respond to emails about appointment queries as directed
- Assist with booking services for patients g. transport
- Deal with telephone queries promptly and efficiently
- Deal with complaints from patients, primary care and other staff, resolve where possible or refer onwards to senior members of the admin team
- Triage patients for priority list; regimes, bloods investigations, dental checks, scans required, book for picc lines if needed
- Maintain databases and/or departmental spreadsheets
For other main responsibilities see Main duties of the job.
After several years of ever closer working, North Mid and Royal Free London are planning to come together as one organisation to enable them to go further and faster in improving services for patients and the health of the local community than they can achieve separately. The merger of North Mid into the RFL group is currently expected to take place on 1 January 2025, subject to NHS England and Secretary of State approval.
Person Specification
Education and Qulifications
Essential
- NVQ Level 3 in Business Administration
- Customer Care or acquired equivalent experience
- GCSE or equivalent standard of education
Skills and Abilities
Essential
- Accurate data entry, typing and checking skills
- Ability to communicate effectively with people at all levels
- Ability to use own judgement to resolve problems
- Ability to plan, organise and accomplish a variety of concurrent assignments
- Demonstrate ability to manage own workload and make informed decisions in the absence of required information, working to tight and often changing timescales
- Close attention to detail
Desirable
- Understanding of patient priorities and performance target related to appointment and waiting times
- Knowledge of healthcare administrative systems and processes
- Knowledge of medical terminology
Experience
Essential
- Experience of using IT systems and patient data systems
- Experience of scheduling outpatient appointments
- Experience of working with patients and providing information regarding their appointments
Personal Qualities
Essential
- Ability to maintain a professional approach at all times
Values
Essential
- Demonstrable ability to meet Trust values
Person Specification
Education and Qulifications
Essential
- NVQ Level 3 in Business Administration
- Customer Care or acquired equivalent experience
- GCSE or equivalent standard of education
Skills and Abilities
Essential
- Accurate data entry, typing and checking skills
- Ability to communicate effectively with people at all levels
- Ability to use own judgement to resolve problems
- Ability to plan, organise and accomplish a variety of concurrent assignments
- Demonstrate ability to manage own workload and make informed decisions in the absence of required information, working to tight and often changing timescales
- Close attention to detail
Desirable
- Understanding of patient priorities and performance target related to appointment and waiting times
- Knowledge of healthcare administrative systems and processes
- Knowledge of medical terminology
Experience
Essential
- Experience of using IT systems and patient data systems
- Experience of scheduling outpatient appointments
- Experience of working with patients and providing information regarding their appointments
Personal Qualities
Essential
- Ability to maintain a professional approach at all times
Values
Essential
- Demonstrable ability to meet Trust values
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.
