Job summary Operational Coordinator for Haematology and Oncology Division: Medicine and Emergency Care Care Group: Emergency and Acute Band: 5 Salary: £29,970 - £36,483 per annum/pro rata Interview Date: 1st April 2025 Contract: 6 months (Fixed Term/Secondment) We are recruiting for a Operational Coordinator for Haematology and Oncology who shares our ambition and vision to deliver the Best of Care by the Best People and has the drive to take us forward, by ensuring that the Trust continues to be the first choice for patients and our staff. Main duties of the job The post holder will be responsible for ensuring a comprehensive administrative service is provided across Haematology and Oncology, supporting the effective coordination of patient pathways in line with Cancer Waiting Time (CWT) Standards, Referral to Treatment (RTT) targets, and Patient Treatment List (PTL) management. The role requires close liaison with clinical and managerial teams, ensuring patients receive timely diagnosis and treatment by proactively monitoring their pathways, identifying delays, and escalating capacity issues where necessary. Additionally, the post holder will be responsible for supporting, training, and managing a team of Pathway Coordinators to ensure efficient service delivery and compliance with NHS targets. Our values are B old, E very Person Counts, S haring and Open and T ogether. It is important that you understand and to refer to our values when completing your application and always reflect our values throughout your employment with the Trust. We are committed to endorsing diversity, multiculturalism, and inclusion; our policies / procedures ensure that all applicants are treated fairly at every stage of the recruitment process. To contribute to our exciting future and become part of our team, apply today. About us Do you have the ambition and vision to deliver our mission of the Best of Care by the Best of People providing excellent care, every time ? Here at Medway, we pride ourselves on working together as one to ensure that our shared vision is achieved for our patients. As a key partner in the healthcare of our local population, we are keen to deliver this as an outcome of our Trust-wide strategy - Patient First. Using an Operational Excellence approach to align our priorities and operational management structures, we are just over a year and half into our Patient First deployment. We are looking for creative, skilled people to join our Transformation Team and further support us on this journey. Our culture and values define us here at Medway NHS Foundation Trust and are the heartbeat of who we are as an organisation. Our BEST values underpin Patient First and are at the core of the care we give to our patients, the support we offer to our staff and our overall leadership approach: B - Bold E - Every person counts S - Sharing and open T - Together Our Trust is a great choice for people who want to develop their career in an ambitious and dynamic environment; our employees are able to choose the coverage and supplemental benefits that best fit their needs and those of their families. This includes the promotion of flexible working opportunities across the Trust. Date posted 10 March 2025 Pay scheme Agenda for change Band Band 5 Salary £29,970 to £36,483 a year per annum/pro rata Contract Fixed term Duration 6 months Working pattern Full-time Reference number 275-2503OC-H&O Job locations Medway NHS Foundation Trust Windmill Road Gillingham ME7 5NY Job description Job responsibilities Pathway Coordination & RTT/PTL Management: Ensure that patient pathways are proactively managed to achieve Cancer Waiting Time standards and RTT targets. Coordinate and support weekly PTL meetings, ensuring timely review and escalation of pathway delays. Identify potential breaches in cancer and RTT targets, implementing corrective actions or escalating to the Service Manager as required. Service Coordination & Capacity Management: Escalate capacity concerns to the relevant service leads and contribute to resolving scheduling conflicts in line with Trust policies. Ensure all clinical administrative tasks, including referrals, diagnostic requests, and treatment bookings, are processed in accordance with Trust standards. Support the review and adjustment of clinic templates to optimise capacity and meet national outpatient targets. Team Leadership & Staff Development: Line management of Pathway Coordinators, ensuring effective workflow management, adherence to policies and high standards of patient-focused service. Conduct regular team meetings, appraisals and one-to-one reviews, ensuring staff are supported in their roles and provided with training opportunities. Manage staff rotas and absences to ensure service continuity across Haematology and Oncology. Lead on the recruitment, induction, and training of new staff, ensuring all team members are knowledgeable about Cancer Waiting Times and RTT requirements. Governance, Policy & Service Improvement: Support the development, implementation and review of standard operating procedures (SOPs) related to patient pathway management. Ensure all relevant policies are adhered to, including the Patient Access Policy and Health Records Policy. Monitor data quality and ensure accurate recording of patient information across relevant NHS systems (e.g., PAS, KOMS). Contribute to service improvement initiatives by analysing patient pathways, identifying bottlenecks and implementing solutions to improve efficiency. Assist with audits, Peer Review processes, and other quality assurance activities to maintain high service standards. Communication & Stakeholder Engagement: Act as a key point of contact between Haematology, Oncology, and administrative teams, ensuring seamless coordination of patient care. Liaise with Clinical Staff, MDT Coordinators, Clinical Nurse Specialists and other stakeholders to resolve issues affecting patient pathways. Communicate complex and sensitive information to patients, carers, and healthcare professionals in a clear and professional manner. Handle patient and GP queries, complaints, and concerns, ensuring timely responses in line with Trust policies. Job description Job responsibilities Pathway Coordination & RTT/PTL Management: Ensure that patient pathways are proactively managed to achieve Cancer Waiting Time standards and RTT targets. Coordinate and support weekly PTL meetings, ensuring timely review and escalation of pathway delays. Identify potential breaches in cancer and RTT targets, implementing corrective actions or escalating to the Service Manager as required. Service Coordination & Capacity Management: Escalate capacity concerns to the relevant service leads and contribute to resolving scheduling conflicts in line with Trust policies. Ensure all clinical administrative tasks, including referrals, diagnostic requests, and treatment bookings, are processed in accordance with Trust standards. Support the review and adjustment of clinic templates to optimise capacity and meet national outpatient targets. Team Leadership & Staff Development: Line management of Pathway Coordinators, ensuring effective workflow management, adherence to policies and high standards of patient-focused service. Conduct regular team meetings, appraisals and one-to-one reviews, ensuring staff are supported in their roles and provided with training opportunities. Manage staff rotas and absences to ensure service continuity across Haematology and Oncology. Lead on the recruitment, induction, and training of new staff, ensuring all team members are knowledgeable about Cancer Waiting Times and RTT requirements. Governance, Policy & Service Improvement: Support the development, implementation and review of standard operating procedures (SOPs) related to patient pathway management. Ensure all relevant policies are adhered to, including the Patient Access Policy and Health Records Policy. Monitor data quality and ensure accurate recording of patient information across relevant NHS systems (e.g., PAS, KOMS). Contribute to service improvement initiatives by analysing patient pathways, identifying bottlenecks and implementing solutions to improve efficiency. Assist with audits, Peer Review processes, and other quality assurance activities to maintain high service standards. Communication & Stakeholder Engagement: Act as a key point of contact between Haematology, Oncology, and administrative teams, ensuring seamless coordination of patient care. Liaise with Clinical Staff, MDT Coordinators, Clinical Nurse Specialists and other stakeholders to resolve issues affecting patient pathways. Communicate complex and sensitive information to patients, carers, and healthcare professionals in a clear and professional manner. Handle patient and GP queries, complaints, and concerns, ensuring timely responses in line with Trust policies. Person Specification Qualifications Essential NVQ III or relevant experience Knowledge Essential Good knowledge of RTT, PTL and Cancer Pathways. In depth knowledge of PAS and KOMS or similar administration system Understanding of Health Records legislation Experience Essential Prevous administrative experience Ability to work under pressure and to tight deadlines Experience in working as part of a team and leading a team Understanding of Multi-Disciplinary Team working Skills Essential Effective interpersonal, organisation, prioritisation, teamwork and teaching skills. Committed to high quality standards Staff management/performance management Leading and co-ordinating a team Excellent communication skills - written, verbal and numerical Ability to work using own initiative Ability to organise and prioritise own workload Person Specification Qualifications Essential NVQ III or relevant experience Knowledge Essential Good knowledge of RTT, PTL and Cancer Pathways. In depth knowledge of PAS and KOMS or similar administration system Understanding of Health Records legislation Experience Essential Prevous administrative experience Ability to work under pressure and to tight deadlines Experience in working as part of a team and leading a team Understanding of Multi-Disciplinary Team working Skills Essential Effective interpersonal, organisation, prioritisation, teamwork and teaching skills. Committed to high quality standards Staff management/performance management Leading and co-ordinating a team Excellent communication skills - written, verbal and numerical Ability to work using own initiative Ability to organise and prioritise own workload 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name Medway NHS Foundation Trust Address Medway NHS Foundation Trust Windmill Road Gillingham ME7 5NY Employer's website https://www.medway.nhs.uk/ (Opens in a new tab)