Job summary The Pathway Co-Ordinator for Cellular Therapies (CAR-T) will provide comprehensive patient pathway management support within the Bone Marrow Transplantation Service and where required, the wider Haematology department. The post holder will have responsibility for tracking patient pathways and data collection and analysis for all patients within the cellular therapies (CAR-T) using local and national databases; this may require the creation and maintenance of accurate manual and electronic data collection systems and ensuring that the reporting requirements to internal departments and external registries are met. The post holder will provide a focal point for all Cellular Therapies (CAR-T) related enquiries and information requests and queries within the service. The post holder will support the outpatient clinics are arranged and managed in an effective and productive manner for this patient group. The post holder will assist with clinical audits within the service and ensure the clinical data source, collection, entry and transfer of information is of the highest possible standard. The role cross-covers with the bone marrow transplant Donor Co-ordinator and Administrator. The post holder will in line with King's Values act as an advocate for all patient undergoing Cellular Therapies co-ordinating the care and providing support. Main duties of the job Co-ordinate and ensure the smooth running of the administrative pathways of patients, providing a link across specialities, divisions and referring hospitals. Track all patients on a CAR-T pathway and communicate effectively to relevant parties regarding delays, escalations and targets in order to prevent delays to patient care. Use a wide range of effective and timely communication skills ensuring that the patients and carers are up to date and fully informed with their treatment schedule and the logistical arrangements. Deal with non-clinical queries Ensure that the admissions are co-ordinated and that the accommodation is booked in the ambulatory hotel as per schedule. To ensure coordination and completion of additional diagnostic tests with other departments Ensure that the follow up appointments in the Ambulatory Unit, Haematology OPD and the local hospital are booked as appropriate on patients' discharge. Supporting internal and national CAR-T meetings To assist in collecting patient experience information as required by the service To provide cross -cover to BMT administration & Donor Co-ordinator About us King's College Hospital NHS Foundation Trust is one of the UK's largest and busiest teaching Trusts with a turnover of £1.7 billion, 1.5 million patient contacts a year and more than 15,000 staff based across 5 main sites in South East London. The Trust provides a full range of local hospital services across its different sites, and specialist services from King's College Hospital (KCH) sites at Denmark Hill in Camberwell and at the Princess Royal University Hospital (PRUH) site in the London Borough of Bromley. The Trust provides a full range of local hospital services across its different sites, and specialist services from King's College Hospital (KCH) sites at Denmark Hill in Camberwell and at the Princess Royal University Hospital (PRUH) site in Bromley. We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people. King's is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone's contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust's carbon emissions, waste and pollution wherever possible. Date posted 29 January 2025 Pay scheme Agenda for change Band Band 5 Salary £35,964 to £43,780 a year per annum including HCA Contract Fixed term Duration 12 months Working pattern Full-time Reference number 213-CAX-6873733-A Job locations King's College Hospital Denmark Hill London SE5 9RS Job description Job responsibilities Key Working Relationships Operational Management team, Bone Marrow Transplant including CAR-T team, Clinical Nurse Specialists, Medical & Nursing teams, Private Patients Services (KCH), referring teams both internally and externally, Clinical Trials teams, MDT co-ordinators, Pharmacy and Suppliers. Main Duties and Responsibilities 1. Management of patient pathways Co-ordinate and ensure the smooth running of the administrative pathways of patients, providing a link across specialities, divisions and referring hospitals. Track all patients on a CAR-T pathway and communicate effectively to relevant parties regarding delays, escalations and targets in order to prevent delays to patient care. Use a wide range of effective and timely communication skills ensuring that the patients and carers are up to date and fully informed with their treatment schedule and the logistical arrangements. Deal with non-clinical queries from patients, their carers, general practitioners and members of the multidisciplinary team. Ensure that the admissions are co-ordinated with the Ambulatory BMT unit, bed managers and that the accommodation is booked in the ambulatory hotel as per schedule. To ensure coordination and completion of additional diagnostic tests with other departments and services in Kings College Hospital when required. Ensure that the follow up appointments in the Ambulatory Unit, Haematology OPD and the local hospital are booked as appropriate on patients discharge. Supporting internal and national CAR-T meetings as required 3. Clinical and Quality Audits To work with the clinical team to develop monitoring tools to ensure that the Cellular Therapy service is meeting and maintaining agreed standards and regulatory requirements, and escalating to appropriate managers, if any issues are identified. To assist in collecting patient experience information as required by the service To actively participate in the Departmental audit programme 4. Operational management To provide cross cover to BMT administration & Donor Co-ordinator To support and co-ordinate educational events and regulatory inspections as required for the CAR-T service. To ensure that the Service meets all Service Level Agreements /Contracts with external companies by ensuring that all Key Performance Indicators (KPIs) are met and any issues in meeting those are promptly escalated to the management team. To participate in adverse incidents investigations with senior management team and support to completion of Root Cause Analysis (RCAs) and implementation of the outcomes 5. Service Development To support the continued development of departmental administrative services for the CAR-T service provision by identifying and effectively working with the senior management staff to improve care pathways for Haematology department in accordance with best practice and National guidelines and regulatory requirements. To attend any internal / external meeting as required and provide the administrative support for these meetings including e.g. room bookings, meeting invitations and providing agendas/taking minutes for the meetings 6. People Management and Performance To train and support Administrative and Clinical Support Workers within the BMT team (or others) as appropriate to ensure that the service is covered at all times Lead, coach and manage the performance of the team in line with good people management practices. Ensuring excellence is recognised and underperformance is addressed. Participate in regular performance appraisal meetings and ensure each member of the team has a clear set of objectives and development plans. Ensure the team is compliance with all statutory, mandatory training together with any professional training requirements, ensuring they are up to date and fully compliant. Manage team absences including sickness in line with Trust policy ensuring the appropriate return to work meetings occur, e-roster is updated and productivity is at keep to the highest possible level. Identify and fill any vacancies that arise within the team in line with the Trusts recruitment policy and process. Identify talent and support the internal talent management process in order attract and retain and succession plan for your people. Review skills mix at regular intervals in order to identify any potential opportunities to maximise resource utilisation / allocation, ensuring job descriptions are kept up to date. Ensure overall wellbeing of the team is maintained. Continuously support in improving the morale of the team and implementing a culture of zero-tolerance for bullying and harassment. Job description Job responsibilities Key Working Relationships Operational Management team, Bone Marrow Transplant including CAR-T team, Clinical Nurse Specialists, Medical & Nursing teams, Private Patients Services (KCH), referring teams both internally and externally, Clinical Trials teams, MDT co-ordinators, Pharmacy and Suppliers. Main Duties and Responsibilities 1. Management of patient pathways Co-ordinate and ensure the smooth running of the administrative pathways of patients, providing a link across specialities, divisions and referring hospitals. Track all patients on a CAR-T pathway and communicate effectively to relevant parties regarding delays, escalations and targets in order to prevent delays to patient care. Use a wide range of effective and timely communication skills ensuring that the patients and carers are up to date and fully informed with their treatment schedule and the logistical arrangements. Deal with non-clinical queries from patients, their carers, general practitioners and members of the multidisciplinary team. Ensure that the admissions are co-ordinated with the Ambulatory BMT unit, bed managers and that the accommodation is booked in the ambulatory hotel as per schedule. To ensure coordination and completion of additional diagnostic tests with other departments and services in Kings College Hospital when required. Ensure that the follow up appointments in the Ambulatory Unit, Haematology OPD and the local hospital are booked as appropriate on patients discharge. Supporting internal and national CAR-T meetings as required 3. Clinical and Quality Audits To work with the clinical team to develop monitoring tools to ensure that the Cellular Therapy service is meeting and maintaining agreed standards and regulatory requirements, and escalating to appropriate managers, if any issues are identified. To assist in collecting patient experience information as required by the service To actively participate in the Departmental audit programme 4. Operational management To provide cross cover to BMT administration & Donor Co-ordinator To support and co-ordinate educational events and regulatory inspections as required for the CAR-T service. To ensure that the Service meets all Service Level Agreements /Contracts with external companies by ensuring that all Key Performance Indicators (KPIs) are met and any issues in meeting those are promptly escalated to the management team. To participate in adverse incidents investigations with senior management team and support to completion of Root Cause Analysis (RCAs) and implementation of the outcomes 5. Service Development To support the continued development of departmental administrative services for the CAR-T service provision by identifying and effectively working with the senior management staff to improve care pathways for Haematology department in accordance with best practice and National guidelines and regulatory requirements. To attend any internal / external meeting as required and provide the administrative support for these meetings including e.g. room bookings, meeting invitations and providing agendas/taking minutes for the meetings 6. People Management and Performance To train and support Administrative and Clinical Support Workers within the BMT team (or others) as appropriate to ensure that the service is covered at all times Lead, coach and manage the performance of the team in line with good people management practices. Ensuring excellence is recognised and underperformance is addressed. Participate in regular performance appraisal meetings and ensure each member of the team has a clear set of objectives and development plans. Ensure the team is compliance with all statutory, mandatory training together with any professional training requirements, ensuring they are up to date and fully compliant. Manage team absences including sickness in line with Trust policy ensuring the appropriate return to work meetings occur, e-roster is updated and productivity is at keep to the highest possible level. Identify and fill any vacancies that arise within the team in line with the Trusts recruitment policy and process. Identify talent and support the internal talent management process in order attract and retain and succession plan for your people. Review skills mix at regular intervals in order to identify any potential opportunities to maximise resource utilisation / allocation, ensuring job descriptions are kept up to date. Ensure overall wellbeing of the team is maintained. Continuously support in improving the morale of the team and implementing a culture of zero-tolerance for bullying and harassment. Person Specification Knowledge and Experience Essential Demonstrable interest in or knowledge of bone marrow transplant and immune effector cell therapies Experience of working directly with patients/public Good knowledge and extensive experience of working with Epic, Excel Understanding of financial management and allocating resources Knowledge of administrative/business policies and procedures Knowledge of medical terminology Proven record of working knowledge of administrative and secretarial practice Desirable Experience of working within Haematology department Experience of working with multiple agencies and across organisational boundaries Skills and Competencies Essential Ability to work under pressure and exercise judgement when dealing with a range of situations. Ability to analyse and manipulate data using spreadsheets Ability to prioritise; to be organised and flexible; while at the same time balancing competing demands Ability to concentrate even with frequent interruptions and unpredictable working pattern Highly self-motivated, conscientious in approach and pays attention to detail. Person Specification Knowledge and Experience Essential Demonstrable interest in or knowledge of bone marrow transplant and immune effector cell therapies Experience of working directly with patients/public Good knowledge and extensive experience of working with Epic, Excel Understanding of financial management and allocating resources Knowledge of administrative/business policies and procedures Knowledge of medical terminology Proven record of working knowledge of administrative and secretarial practice Desirable Experience of working within Haematology department Experience of working with multiple agencies and across organisational boundaries Skills and Competencies Essential Ability to work under pressure and exercise judgement when dealing with a range of situations. Ability to analyse and manipulate data using spreadsheets Ability to prioritise; to be organised and flexible; while at the same time balancing competing demands Ability to concentrate even with frequent interruptions and unpredictable working pattern Highly self-motivated, conscientious in approach and pays attention to detail. 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 King's College Hospital NHS Foundation Trust Address King's College Hospital Denmark Hill London SE5 9RS Employer's website https://www.kch.nhs.uk/ (Opens in a new tab)