Band 4 Admission Coordinator Oncology Virtual Ward Royal Free Hospital

Our trust has over 17,000 staff serving 2 million patients every year. It comprises Barnet Hospital, Chase Farm Hospital, the Royal Free Hospital, North Middlesex University Hospital and more than 30 services in the community. This larger scale organisation provides an unprecedented opportunity for us to continue our pioneering work, particularly in finding ways to deliver even better care to our patients.

Our mission is to deliver world class care and expertise in our clinical services, underpinned by world class teaching and research and we will continue to measure our progress against our five governing objectives: excellent outcomes, excellent patient and staff experience, excellent value for taxpayers' money, being safe and meeting our external duties, and building a strong organisation.

Everyone is welcome at Royal Free London NHS Foundation Trust. We're proud of our diversity and we continue to undertake new initiatives to advance equality for LGBT+, BME, gender equality, staff carers and people with disabilities and lived experiences to promote good relations and understanding between our staff.

Job overview

Work as part of a team within the Royal Hospital Oncology department and patient group to ensure that all administrative functions for patients from the time of referral to the time of discharge are coordinated in line with specific care pathway instructions to facilitate the smooth running of the patients' journey through the Oncology Virtual/ Chemotherapy ward. Where a patient has multiple specialist needs, assist the patient in coordinating their pathways to reduce multiple appointments across the Trust.

KEY WORKING RELATIONSHIPS: This involves working closely with all key members of the multi-disciplinary team within primary and secondary care and service users relating to the specialty they cover to ensure all patients receive a consistent and effective service. Key contacts include:

• Consultants
• Medical, nursing and therapy teams
• Divisional and operational managers
• Outpatient Appointment Centre (OAC)
• Admissions team
• Diagnostics and imaging departments
• Ward administrator
• CNSs and MDT team
• Phlebotomy and pathology
• Clinic reception and clinic nurses
• Patient navigators and clinical pathway administrators
• Clinical team PAs and Team leaders

Main duties of the job

• Review the actions and instructions generated from the transcription service when requested.
• Support the team in answering telephone calls and dealing with enquiries in a helpful and courteous manner, using initiative and discretion or directing the call to the appropriate staff member.
• Ensure requests from clinicians/nursing staff for clinic changes, cancellations and creations are processed with the appropriate team in accordance with Trust policy.
• Respond to requests from clinicians to type up urgent letters when required. Ensure all patient demographics and contact details are kept up to date on EPR. When accessing patient records ensure computerised tracking systems are used appropriately.
• Phone patients to provide instructions, reminders, and information where necessary.
• Attend and participate in meetings relevant to the role as required. Provide patient navigation services for satellite and off-site locations.
• Check with Admissions on a regular basis that patients have been added appropriately to the elective waiting list.
• Deal with concerns/complaints as appropriate, immediately escalating where necessary to the appropriate manager for prompt action.
• Other specialty specific duties commensurate with the grade of this post, as agreed within individual specialties.

Working for our organisation

The Royal Free London NHS Foundation Trust is one of the largest and busiest Trusts in England, with a well-established national and international reputation for clinical excellence and world class care. We deliver care to more than 1.6 million people a year through our three main hospitals: Barnet Hospital, Chase Farm Hospital and The Royal Free Hospital. Annually, the Trust receives one of the highest numbers of referrals for suspected cancer in England, we have invested heavily in diagnostics and established a straight to test pathway for suspected GI cancers and have a Rapid Diagnostic Centre (RDC) at The Royal Free Hospital. We have infusion units to treat cancer patients at The Royal Free, Finchley Memorial and Chase Farm Hospitals.

Detailed job description and main responsibilities

Please see attached job description for more information about this role and working at Royal Free London NHS Foundation Trust.

Person specification

Royal Free World Class Values

Essential criteria

• Demonstrable ability to meet the Trust Values

Education and professional qualifications

Essential criteria

• RSA 2 or RSA 3 word processing/typing or equivalent experience
• Knowledge of medical terminology
• English and Maths at GCSE level or equivalent

Desirable criteria

• Diploma level qualification or equivalent experience
• Courses / further study attended to demonstrate evidence of personal development

Experience

Essential criteria

• Previous experience of working with the public and/or patients in a healthcare environment
• Experience of interaction with all levels of staff
• Previous administrative and organisational experience
• Experience of dealing with non-routine and complex problems

Desirable criteria

• Experience of managing and prioritising own workload and working to deadlines

• Covid-19 Vaccination
  
  Getting vaccinated, and getting a booster, remains the best defence against COVID-19. We encourage and support staff to get COVID-19 vaccine and a booster dose as and when they are eligible.
• By applying for this role, you accept if successful, that your personal data may be transferred from the Trust to another NHS organisation where your employment transfers within the NHS.
• If you are an EU/EEA citizen who does not have EU Settlement or Pre-Settled status, you will require a visa to work in the UK.
• Applications from job seekers who require sponsorship to work in the UK are welcome and will be considered alongside all other applications.
• If you are offered a role with one of the NLPSS partner trusts, as part of pre-employment checks your identity and right to work documentation will be verified remotely.
• The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.
• The Trust will request a DBS (CRB) if post involves regulated activities.
• By applying for this post you are agreeing to Royal Free London NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system.
• Please be aware of scams - unless specified above, we will only communicate with you via @recruit.trac.jobs or nhs.net e-mails and we will never ask you for any payments.

Applications are welcome from people wishing to job share or work flexible patterns. We are committed to equal opportunities.

Please note:

• Due to the high number of applications that are received for some posts we may close this vacancy before the advertised closing date. Therefore please apply for this post as soon as you can, if you are interested and you meet the requirements of the Person Specification.
• Only those candidates who clearly demonstrate how they meet the person specification will be shortlisted for this job.
• Interview arrangements will be communicated via email so please check your email regularly following the closing date.

Please be advised that due to exceptionally high demand, all Royal Free accommodation is at full capacity and waiting lists are being held. Average waiting times are 12 months. Please do not rely on Trust accommodation when you commence your role and ensure you investigate alternative accommodation for your arrival.

Employer certification / accreditation badges

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

• Band 4 Admissions Coordinator Oncology Virtual ward & Chemotherapy Suite Royal Free Hospital (PDF, 440.4KB)
• PS Band 4 Admissions Coordinator Oncology Virtual and Chemotherapy Ward Royal Free Hospital. (PDF, 336.6KB)
• Functional Requirements (PDF, 91.6KB)
• Corporate, Admin & Clerical, Other - benefits, about RFL, values and governing objectives (PDF, 935.8KB)