Radiotherapy Admin and Bookings Officer
As University Hospitals Dorset we are a three site acute trust with ‘university hospital’ status through our partnership with Bournemouth University, working with an annual budget of £730m.
We offer highly regarded health services, employing some 10,000 staff. Our ambitious £250m estates programme is well on the way to delivering state-of-the-art facilities over the next two years to meet the current and future healthcare needs of the populations we serve.
In an Area of Outstanding Natural Beauty with over seven miles of sandy beaches you’ll find inspirational opportunities to achieve your perfect work/life balance. With the New Forest and the Purbecks on our doorstep, we’re also less than three hours from London by road or train.The thriving towns of Poole, Bournemouth and Christchurch give way to idyllic villages and unspoilt landscapes just minutes from our hospitals.
We believe that having a diverse workforce, and allowing people to be themselves, is essential in ensuring we offer an inclusive, welcoming and productive place to work.
We especially welcome applications from minority groups in the community who may be underrepresented in our workforce.
At UHD our active staff network groups are the Women's Network, Black Asian Minority Ethnic Group (BAME), Pride Network, European (EU), Pro Ability Staff Network, and the Armed Forces Support Group.
As a Trust we are proudly signed up to the Disability Confident and Armed Forces Covenant guaranteed interview schemes.
Job overview- To receive electronic referrals for radiotherapy planning and treatment from local and outlying clinics.
- To provide an efficient, friendly and caring telephone reception, advice and information service to patients.
- To provide a service to Consultants, medical secretaries and other relevant departments within the Trust and Primary Care in a manner that will contribute to the effective and efficient running of the department.
- To provide an efficient, organised and streamlined bookings service to radiotherapy patients by receiving referrals and from these issuing planning and treatment appointments following departmental guidelines.
- To provide clerical and administrative support to the department.
Base - Poole Hospital
Interview Date - 17th Feb 2025
Main duties of the job- Process daily the inputting of data for all computerised pre-registration, which includes planning and organising all patients referred for treatment. Completing all required data entry accurately and updating patient information as required.
- Under the guidance of the line manager ensure the efficient utilisation of available departmental capacity.
- To use confident interpersonal skills enabling effective communication with GPs, Consultants and patients in a professional and courteous manner at all times
Working for our organisation
Our values define who we are as #TeamUHD. They underpin everything we do now and in the future. They define how we treat our patients, visitors, and each other, our valued teammates and colleagues.
UHD are investing in services across the Trust, with many being transformed and developed following merger and the New Hospital Programme.
This means that some services may move site this year or next, either temporarily or long term. Recruiting Managers interviewing for this role will be happy to answer any specific questions that you have about this at interview.
Detailed job description and main responsibilities- To receive electronic referrals for planning (including technical support) and treatment (radiotherapy and brachytherapy) from local and outlying clinics.
- Print, sort and distribute all computerised appointments and Medical Records pulling lists where and when needed. Also making sure all patients’ appointment letters are sent out in a timely manner.
- The post holder is expected to plan, organise and prioritise their work and to work within established policies, procedures and guidelines with minimal supervision.
- To liaise with all members of staff within the Radiotherapy department and to liaise with other departments within the cancer network as required.
- To ensure that whenever possible appointments are issued within JCCO and Cancer Waiting Times Guidance.
- Personal initiative is required when dealing with matters independently where they can, but referring non-routine enquiries and matters as required to their Line Manager.
- Deal with any enquiries and offer non-clinical advice to patients, relatives, visitors and staff from within and outside the hospital. This may require tact and persuasive skills when resolving problems or difficulties when there is a need to overcome barriers to understanding.
- To deal effectively with patient’s complaints relating to appointment bookings and delays in clinics on the telephone.
- To exchange information with patients and staff for appointments electronically, in person and in a written format on a regular basis.
- Retrieving messages from answer phones and contacting patients at a later stage to assist in any queries, book appointments and communicate any changes
- To communicate changes to patients re: clinic or treatment delays/ cancellations through effective dialogue to ensure matters are resolved satisfactorily and patients/clinicians have a clear understanding of the way forward
Person specification
Qualifications
Essential criteria- Good general education. Ability to demonstrate passed Maths and English GCSE
- NVQ Level 3 in Customer Service and Administration or equivalent knowledge
- Use of E-Camis, EPR, or Mosaiq
Experience
Essential criteria- Experienced in range of clerical duties and procedures
- Experienced in customer service roles
- Previous relevant Hospital or Reception experience
- Previous GDPR training
Technical Skills
Essential criteria- Evidence of communication skills, written and verbal
- Experience of having attention to detail when performing repetitive tasks.
- Ability to deal with emotionally stressful situations
- Ability to resolve confrontational situations both face to face and via telephone
- Experience of computer software programs
- Evidence of being able to prioritise workload and work to deadlines
- Previous knowledge of managing cancer wait times
Please note:
Staff recruited are expected to be available to work flexibly across all our Trust locations to meet service demands.
This advert may be closed early if sufficient applications are received.
COVID-19 vaccination remains the best way to protect yourself and our patients from the virus when working in our healthcare settings. Whilst this vaccination is not a condition of employment we do encourage our staff to get vaccinated.
Internal Candidates: staff employed prior to merger who voluntarily change jobs will be appointed to UHD terms and conditions.