Radiotherapy Booking Clerk (XN03)

Job Summary

Expected Shortlisting Date: 10/03/2025

Planned Interview Date: 17/03/2025

Due to service requirements, it would be ideal for the candidate to be able to start employment within 12 weeks.

To provide administrative and clerical support to the radiotherapy department via the radiotherapy booking system.

The radiotherapy department delivers treatment care packages to approximately 6,500 patients per year. The post-holder will be responsible for inputting data onto the departmental database system and producing reports as required. The post-holder will be expected to arrange and plan her/his own work on a day-to-day basis within the overall demands and priorities of the department.

Main duties of the job

1. To provide a full radiotherapy appointment booking system for the radiotherapy service.
2. Book patient appointments according to departmental policy.
3. Communicate appointments to patients directly via telephone.
4. Amend appointments where necessary and ensure amendments communicated to relevant people and patient.
5. Deal with ad-hoc queries from staff and patients regarding patient appointments.
6. Provide routine non-clinical advice to patients seeking help from clinical staff where appropriate.
7. Use patient scheduling system to book/amend appointments and provide activity reports as appropriate.

About Us

THE LEEDS WAY VALUES

Our Values Are Part Of What Make Us Different From Other Trusts, So We See This As Strength, As Well As a Responsibility. They Have Been Developed By Our Staff And Set Out What They See As Important To How We Work. Our Five Values Are:

1. Patient-centred
2. Collaborative
3. Fair
4. Accountable
5. Empowered

All our actions and endeavours will be guided and evaluated through these values.

Additionally, the following are core values which relate specifically to this post:

Radiotherapy roles are additionally expected to contribute towards the NHS Cancer Plan. Successful performance requires a clear personal commitment to the radiotherapy service, working across the department, Trust and Cancer Network as appropriate.

Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.

Date posted: 17 February 2025

Pay scheme: Agenda for change

Band: Band 3

Salary: £24,071 to £25,674 a year

Contract: Permanent

Working pattern: Full-time, Flexible working

Reference number: C9298-ONC-0473

Job locations: St. James's University Hospital, Beckett Street, Leeds, LS9 7TF

Job Description

Job responsibilities

Core Behaviours And Skills

The post holder will be honest, reliable & professional and demonstrate the behaviours outlined by the Trust. They must ensure that professional attitudes and standards are maintained.

They will have a commitment to team working, creating good interpersonal relationships and working atmosphere so that 2-way discussion, learning and development of the whole team can occur.

CORE KNOWLEDGE AND UNDERSTANDING

A basic understanding of the cancer pathway must be developed for the role. A more thorough understanding of the radiotherapy pathway and support functions involved in service delivery is also required. Both of these can be acquired through training in post over a few weeks induction.

PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

1. To provide a full radiotherapy appointment booking system for the radiotherapy service.
2. Book patient appointments according to departmental policy.
3. Communicate appointments to patients directly via telephone.
4. Amend appointments where necessary and ensure amendments communicated to relevant people and patient.
5. Deal with ad-hoc queries from staff and patients regarding patient appointments.
6. Provide routine non-clinical advice to patients seeking help from clinical staff where appropriate.
7. Use patient scheduling system to book/amend appointments and provide activity reports as appropriate.

Health and Safety/Risk Management

All staff are responsible for working with their colleagues to maintain and improve the quality of services provided to our patients and other service users. This includes complying at all times with the Leeds Teaching Hospitals NHS Trust Policies, including Health and Safety policies, in particular by following agreed safe working procedures, and reporting incidents using the Trust Incident Reporting system.

Infection Control

The jobholder must comply at all times with the Leeds Teaching Hospitals NHS Trust Infection Control policies, in particular by practising Universal Infection Control Precautions. Hand hygiene must be performed before and after contact with patients and their environment.

Equality and Diversity

The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families. No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc.

Patient and Public Involvement

The Trust has a statutory duty to involve patients and public in evaluating and planning services. All staff have a responsibility to listen to the views of patients and to contribute to service improvements based on patient feedback.

Training and Personal Development Continuous Professional Development

The jobholder must take responsibility in agreement with his/her line manager for his/her own personal development by ensuring that Continuous Professional Development remains a priority. The jobholder will undertake all mandatory training required for the role.

Respect for Patient Confidentiality

The jobholder should respect patient confidentiality at all times and not divulge patient information unless sanctioned by the requirements of the role.

COMMUNICATION & WORKING RELATIONSHIPS

The postholder will be required to liaise and communicate clearly and professionally with cancer patients (many of which are elderly, frail or confused), carers, and departmental staff at all levels, including Consultant Oncologists.

They will be required to assimilate, assess and appropriately process information to achieve appropriate and correct radiotherapy treatment care pathways for cancer patients.

To be expected to use initiative in order to achieve the expected results as defined by departmental policies and regulations. The post holder should use their discretion to take action whilst accepting and utilising guidance from peers.

SPECIAL WORKING CONDITIONS

Physical Effort: Standard keyboard skills. Speed and accuracy in typing/data input. Accuracy need for data input. Role is 100% VDU workstation based.

Mental Effort: Mental effort is required to concentrate for most of the time in order to input data accurately and deal with interruptions from patients/staff regarding appointment queries.

Emotional Effort: The post-holder will have indirect contact with cancer patients (over the telephone) and is required to recognize and ease distress of them. Occasionally, these patients will be terminally ill.

Working Conditions: The role involves 100% VDU usage.

Person Specification

Experience Essential

• Basic computer skills
• Experience of working with people
• Knowledge of a wide range of administrative procedures.
• Experience of using Trust data systems (e.g. PAS, PPM)
• Previous clerical experience

Desirable

• Working in large organisations
• Experience of working with people in healthcare setting
• Experience of computerized appointment booking systems
• ECDL

Qualifications Essential

• Level 3 qualification or equivalent in relevant health care related subject/clerical subject.
• Grade D GCSE English + Maths or Level 2 Functional Skills equivalent

Desirable

• Grade C English + maths

Skills & behaviours Essential

• Good organisational ability
• Excellent interpersonal and communication skills
• Able to work as part of a team
• Open to learning and willing to undertake training as required
• Flexible approach
• Self-motivated and able to work independently
• Word Processing / use PC

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: Leeds Teaching Hospitals

Address: St. James's University Hospital, Beckett Street, Leeds, LS9 7TF

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