Radiotherapy Booking Co-ordinator

Main area Radiotherapy Grade NHS AfC: Band 3

Contract Permanent

Hours Part time - 22.5 hours per week (Monday Wednesday Friday to be negotiated)

Job ref 190-8930-DIR

Employer Sheffield Teaching Hospitals NHS Foundation Trust

Employer type NHS

Site Weston Park Cancer Centre

Town Sheffield

Salary £24,071 - £25,674 pa/ pro rata for part time staff

Salary period Yearly

Closing 03/04/2025 23:59

Radiotherapy Booking Co-ordinator

NHS AfC: Band 3

We are committed to helping our staff balance their work and home lives and ensure they feel supported, valued and appreciated. We offer many different ways of helping staff including career development opportunities, flexible working, good annual leave and pension schemes, health and wellbeing packages and financial support systems. Joining the Trust also allows you access to a number of saving options via our salary sacrifice schemes and a wide range of discount opportunities with retailers and service providers.

Job overview

The Radiotherapy Department is based within a dedicated oncology hospital providing both chemotherapy and radiotherapy. The team consists of therapeutic radiographers, clinical support and clerical staff. They all work closely with the physics department and medical staff to provide seamless care to our users.

A vacancy has arisen in the Radiotherapy Booking Office for a Radiotherapy Booking Co-ordinator to work within a small team. The office processes approximately 60,000 attendances a year on the dedicated computer system. Training will be given on the system and processes and it is not expected that applicants will have had direct previous experience, though experience of appointment scheduling will be beneficial.

It is a very busy area and skills are needed to prioritise appointments to meet cancer waiting time targets. Negotiation skills are also required as appointments have to be co-ordinated across a variety of disciplines. Once proficient, it is expected that you will work without close supervision although support is available if required.

The department is committed to continual professional development and any training required to carry out this role will be provided.

Main duties of the job

1. Responsible for booking (electronically) all radiotherapy patient appointments.
2. Responsible for booking (electronically) associated tasks using the ‘carepath’ software to ensure smooth running of the patient pathway.
3. To achieve targets and prevent breaches, patients need to be contacted at very short notice. This requires a lot of tact and persuasive skills as patients may be anxious due to the urgency required to attend the department.
4. Using IT skills to input accurate and detailed patient information including personal, clinical and proposed treatment information on the independent Oncology 'Aria' system and Patient Manager using paper and electronic systems as source documents.
5. To register new patients on Aria.
6. To understand medical terminology and medical terms.
7. Provide and receive highly complex and sensitive information requiring tact, sensitivity, and empathy.
8. First point of contact for telephone messages and dealing with queries from health care professionals, patients, and relatives.
9. To take quick and decisive action when taking telephone bookings from peripheral clinics, acting on own initiative to book all the appointments along the pathway.
10. Required to deal with frequent and unpredictable task changes such as telephone calls and interruptions.
11. Undertaking the training of other staff.
12. Responsible for ensuring that the proposed patient pathway is disseminated to all other key areas.

Working for our organisation

You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.

As a leading healthcare organisation we aim to deliver a first class patient experience from first referral through to clinical treatment. You will be responsible for delivering an excellent customer service to patients. You will need to be able to work in a calm, logical and methodical way but be able to multi-task whilst dealing with frequent interruptions, and you must possess effective communication skills whilst always maintaining patient confidentiality.

Detailed job description and main responsibilities

Please view the attached Job Description and Person Specification documents for full details regarding this post.

When completing your application please ensure that you clearly demonstrate how you meet the role criteria.

Person specification

Education and Qualifications

• Maths and English at Grade C/4 or equivalent experience
• NVQ Level 3 Customer Services or equivalent experience

Experience

• Patient facing roles requiring sensitive approach
• Appointment Scheduling
• Admin and clerical role

Personal Qualities

• Aptitude for IT systems

Candidates are advised to read the attached guidance on using AI technology. When you complete your application, you are required to declare that the information in your application form is true and complete. The personal statement is exactly that; personal.

The Trust is committed to its obligations in accordance with the Equality Act 2010, and we positively encourage applications from all sections of the community. Should you require any assistance in applying for the position please contact the General or Medical Human Resources Departments on the number identified on the NHS Jobs page for the organisation.