Bedfordshire Hospitals NHS Foundation Trust

Gynae Oncology Coordinator

The closing date is 14 October 2025

Job summary

The Women's Health Oncology Admin Coordinator role will work as part of the Women's Health Administrative Team, who deliver a wide range of admin services within Gynaecology Oncology Services at Luton, for inpatient and outpatient treatment pathways. The post holder will be responsible for coordinating the day-to-day management, booking, and cancellation of outpatient activity ensuring that current National oncology standards are achieved within the timeframe set out.

The role requires strong organisational skills and the ability to work effectivity with a wide range of clinical colleagues. The ability to work under pressure to delivery accurate, high quality work is an essential part of the role, whilst maintaining professionalism and a high level of communication skills at all times.

The post holder will oversee and support the day-to-day services in accordance with agreed objectives, targets, quality standards, controls and resource constraints. The post holder will support the delivery of quality and regulatory standards. The post holder may also offer a high level support to the administration and organisation to a group clinical staff where needed and within resource limitations.

Main duties of the job

The post holder will oversee and support the day-to-day services in accordance with agreed objectives, targets, quality standards, controls and resource constraints.

The post holder will directly support the Straight to Test Nurse in the delivery of the administrative requirements of the Gynae Oncology service, cross covering during annual leave and any other absence.

The post holder will coordinate Gynae Oncology patients & attend weekly Gynae Cancer PTL meeting and book patient into clinics accordingly and timely.

About us

Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.

Our values

We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.

Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job

Date posted

01 October 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£27,485 to £30,162 a year pa

Contract

Permanent

Working pattern

Full-time

Reference number

418-GYNA7857-EH

Job locations

L&D University Hospital

Lewsey Rd

Luton

LU4 0DZ

Job description

Job responsibilities

Coordinate and oversee the administrative and secretarial processes in support of effective delivery of the Gynaecology Oncology Service.

Act as a contact point and liaise 1-1 with clinicians, patients, medical and nursing staff and external agencies either face-to-face or over the telephone.

Add patients to waiting lists at the direction of medical staff and make necessary outpatient appointments.

Directly support the Straight to Test Nurse in the delivery of the administrative requirements of the Oncology service, cross covering during annual leave and any other absence.

Use clinical systems such as iPM, ICE, Infoflex, Bighand to oversee daily clinic management for Womens Health Services (Gynaecology) e.g. authorise overbooks, setting up of additional clinics, day-to-day clinic amendments.

Ensure policies and guidelines regarding patients who do not attend (DNA) clinic appointments are adhered to. This includes complying with the failsafe system, which is a requirement.

Receive, sort and prioritise daily correspondence for the Oncology ffice, organising such action as appropriate. Ensuring all clinical reports/requests are brought to the attention of the colposcopy consultant and their team to enable appropriate action to be taken.

Maintain and monitor faster diagnosis standards in accordance with national targets and Trust patient access policy.

Ensure all clerical activity is recorded accurately for activity purposes in a timely manner.

Attend weekly Gynae Cancer PTL and book patients in accordingly in timely manners.

Attend any relevant internal/external meetings.

Undertake training as and when required ensuring understanding and compliance of Trust policies and procedures.

Responsible for typing clinic notes, reports and general correspondence, recording case notes and other tasks required by the department.

To ensure timely communication is sent to GPs and letters along with results are sent to patients, GPs, and other organisations.

To ensure patients discharged from Oncology clinics are recorded appropriately and details are forwarded to the Straight to Test Nurse to be removed from the cancer pathway to either their GP or other pathways in a timely manner.

Maintain good communication with the admin, nursing, midwifery and medical team in order to achieve efficient teamwork.

Photocopying, filing and other administrative duties to ensure the efficient running of the office.

Remain calm and professional during difficult or distressing telephone calls, responding with empathy and sensitivity.

Support the organisation of the administrative service within the department, setting goals in order to fit in with the demands of the service

Contribute to the on-going development of departmental standard operating policies to ensure they remain relevant and meet service needs.

Assist with the mentorship and support of new staff members by sharing knowledge and experience.

Comply with all mandatory training requirements and contribute to personal development through the Trusts Appraisal process.

Immediately refer any concerns, difficult issues, or verbal complaints to the Service Manager

Deliver the requirements with emotional resilience as part of a busy department and role and by working together as part of the Team.