Pathway Co-ordinator

Job summary

An exciting opportunity has arisen for a well-motivated and flexible individual to join the Medical Oncology Administrative team as the Complex Adjuvant Treatment Pathway Coordinator.

You will work very closely with the clinical teams to ensure patients are booked in for appropriate appointments in a timely manner and all administrative tasks are complete. You will have regular communication with patients, to answer any non-clinical queries.

You will be able to organise and prioritise your own workload and balance this with the demands of this busy and diverse role. An extensive background in NHS administration is required.

This is a permanent post, working 37.5 hours over Monday to Friday. We can support a combination of home working and on-site working as part of this role.

Main duties of the job

You will be enthusiastic, reliable and be a strong team player in a busy environment. You will have the ability to manage your own workload, using your own initiative and working to tight deadlines.

You will have experience of audio-typing and copy typing and ideally have worked within a healthcare environment with Medical Secretarial experience and a good knowledge of medical terminology.

When applying for this position, please refer to the person specification and demonstrate within your application form how you meet the criteria, providing examples where possible.

About us

The Christie NHS Foundation Trust is one of the largest cancer treatment centres in Europe, and an international leader in cancer research and development.

You will be working in a supportive and engaged team environment, with a management team who will enable you to broaden your experience and develop a wide range of skills. All flexible working arrangements will be considered, and applicants are invited to make informal contact should they wish to discuss the role and its remit further.

Date posted: 24 February 2025

Pay scheme: Agenda for change

Band: Band 4

Salary: £26,530 to £29,114 a year per annum

Contract: Permanent

Working pattern: Full-time

Reference number: 413-92009-CNS-AK

Job locations: Medical Oncology Admin Support - E00263, Manchester, M20 4BX

Job responsibilities

SPECIFIC DUTIES AND RESPONSIBILITIES

• Provide a full administrative service for the Breast Cancer complex adjuvant care team, ensuring new referrals are triaged and introduced to the service in a timely manner, remotely by telephone.
• Make appointments for telephone and electronic patient reported outcome (ePROM) based clinics within agreed timescales according to the pathway standard operating procedures.
• Type clinical correspondence and annotations, ensuring compliance with turnaround time targets.
• Delegate duties to appropriate team members to ensure workflow is maintained.
• Liaise with MDT Co-coordinators to ensure patients are reviewed in a timely manner to meet clinical needs. Ensure all relevant information is available for multi-disciplinary meetings for your team. Co-ordinate case notes and reports where necessary.
• Contribute to the compliance of all patient pathway targets, liaising with patient trackers as appropriate.
• Effectively monitor clinic templates, liaising with clinical team and appropriate administration staff to ensure clinic numbers are manageable. Escalating to Admin and Service Managers when appropriate.
• Liaise with staff at all levels both internally and externally, answering written and verbal enquiries when necessary, taking action on all matters which can be dealt with without further reference.
• Answer written and verbal enquiries from patients/relatives, referring enquiries to senior staff when necessary.
• Deal professionally with telephone calls from patients and relatives which can be emotional and of a sensitive nature.
• Liaise with internal and external departments to arrange clinical investigations/procedures.
• Liaise with patients involved in trials undertaken by the team, co-ordinating all necessary information between patients, hospital and organising bodies.
• Ensure accurate input of patient details when entering data onto information databases and Patient Administration System (Medway) including routine use of the case note tracking system.
• Co-ordinate annual leave within the group to ensure clinics are capped or cancelled as necessary in order that clinics are managed effectively and nursing staff are allocated appropriately to other areas.
• Liaise with secretarial colleagues in companion complex care teams when booking annual leave to ensure there is cross cover of administrative support in accordance with Annual Leave Procedure and does not compromise the secretarial service.
• Contribute to the training of new members of staff within a given area as required.
• Ensure casenotes are kept up to date and that all investigations and other material (outside notes and films) are available for clinic appointments/admissions.
• Work with Clinicians, Managers and Administration staff to review working practices, identify new improved ways of working and find solutions to problems.
• Work with Divisional Secretarial Managers and Team Leaders to improve quality and range of services, with resources being managed according to agreed policies and priorities.

ADDITIONAL REQUIREMENTS

• Follow risk management procedures at all times including the identification, assessment and management of risk within the division.
• To abide by all Trust Policies and Procedures.
• To be responsible for own professional/personal development, including participating in ongoing appraisal and personal development planning.

Person Specification

Qualifications Essential

• Secondary-level education GCSE Maths & English at C grade or above.
• RSA Stage II or equivalent experience.

Desirable

• Audio typing experience or qualification

Experience Essential

• Previous PA/secretarial/appointments experience in a similar environment
• Experience of working with IT packages to include Word & Excel

Desirable

• Previous NHS experience
• Experience of hospital administration systems.

Skills Essential

• Excellent oral and written communication skills
• Ability to manage workload & prioritise tasks effectively
• Ability to work as part of a team
• RSA stage II or equivalent experience
• Competent user of Microsoft Office packages
• Audio & copy typing

Desirable

• Audio typing

Knowledge Essential

• Knowledge of administrative/office systems and processes

Desirable

• Knowledge of NHS administrative systems and processes
• Knowledge of medical terminology

Values Essential

• Ability to demonstrate the organisational values and behaviours

Other Essential

• Ability to work under pressure
• Ability to work as part of a team
• Able to use own initiative
• Reliable
• Flexible
• Ability to work to tight deadlines Typing - ability to produce accurate, well presented work

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.

Employer details

Employer name: The Christie NHS FT

Address: Medical Oncology Admin Support - E00263, Manchester, M20 4BX

Employer's website: https://www.christie.nhs.uk/