Job summary Fixed-Term / Secondment opportunity: Chemotherapy-Day-Unit Co-ordinator Team Manager - A&C Band 5 Based at Lewisham Hospital, the post holder will be responsible for the line management of administrative and clerical staff within the Chemotherapy Day Units at Queen Elizabeth Hospital, Woolwich and at Lewisham Hospital. This will involve leading by example, and using motivational skills to seek to influence and inspire staff to reach positive results. You will be responsible for maintaining standards and customer care awareness amongst the admin and clerical team, upholding Trust values. Using your influential, negotiation and persuasion skills, you will oversee the smooth running of our Chemotherapy Day Unit (CDUs), liaising closely with clinicians and consultants to understand their needs, and reflect these in the delivery of services. You will have experience of chemotherapy scheduling and of troubleshooting whenever necessary. You will work autonomously to provide full administrative support to our CDUs, and to the (Associate) Service Manager - Oncology. You will be able to work unsupervised, display initiative and work well as part of a team. We are looking for an energetic and enthusiastic self-starter with a mature, responsible and flexible outlook. You will possess excellent interpersonal skills and be able to liaise with staff from across the Trust. Please note - sponsorship may not be possible for this post Main duties of the job The post holder will be responsible for the day-to-day operational management of booking and scheduling of chemotherapy and supportive treatments, ensuring that services are provided to meet trends in capacity and demand, and that waiting time targets are met. They will work alongside the Associate Service Manager - Oncology, Associate Service Manager - Haematology and the Lead Chemotherapy Nurse/Matron for Cancer Services to plan and ensure delivery of future service requirements, providing reports and data analysis as required. They will provide data and activity reports to the Systemic-Anti-Cancer-Therapy Group Meeting. The role will require effective communication with patients, the nursing team and doctors. You will be proficient with IT system (Epic, Cerner Millenium, Word, Excel, Health Roster, SBS etc.). Full time - 37.5 hours/ week Monday to Saturday generally between 08:00 and 18:00. For further information, please contact: Isabelle Pallix, ASM - Oncology Isabelle.pallixnhs.net Please note - sponsorship may not be possible for this post About us Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations: Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ and women, through improved recruitment and leadership development Widening access (anchor institution) and employability Improving the experience of staff with disability Improving the EDI literacy and confidence of trust staff through training and development Making equalities mainstream Date posted 16 January 2025 Pay scheme Agenda for change Band Band 5 Salary £29,970 to £36,483 a year per annum plus HCAS Contract Secondment Working pattern Full-time, Flexible working Reference number 197-UT6313 Job locations University Hospital Lewisham Lewisham High Street London SE13 6LH Job description Job responsibilities Job Summary: Macmillan Brook Unit at Queen Elizabeth Hospital and Suite 8 at Lewisham Hospital are busy Oncology and Clinical Haematology outpatient areas combining Chemotherapy services with a blood transfusion service. The post holder will be responsible for the day-to-day operational management of booking and scheduling of chemotherapy and supportive treatments, ensuring that services are provided to meet trends in capacity and demand, and that waiting time targets are met. They will work alongside the Associate Service Manager Oncology, Associate Service Manager - Haematology and the Lead Chemotherapy Nurse/Matron for Cancer Services to plan and ensure delivery of future service requirements, providing reports and data analysis as required. They will provide data and activity reports to the Systemic-Anti-Cancer-Therapy Group Meeting. The role will require effective communication with patients, the nursing team and doctors. Key Result Areas & Performance: Day to day responsibly for the smooth running of the department to include: Overall responsibility for the local operating procedures of the department, ensuring that these are communicated and adhered to by staff and regularly reviewed and developed. Overall responsibility for managing, maintaining and developing the departments systems and databases including providing data and reports, graphs and complex data analysis as required. Daily supervision of all admin staff: providing training and support as required; staff management including carrying out PDRs; manage annual, sickness and other leave, and the first line of performance, disciplinary and grievance process. Responsibility for ensuring reception duties e.g. greeting patients, checking patients in and out, arranging follow-up appointments, scheduling treatment, answering telephone calls, sending appointment letters etc. To maintain a systematic filing system for both general office documentation and personnel files. Overall responsibility for the scheduling of Oncology and Haematology-Oncology treatment services at the Trust ensuring that services are provided to meet current trends in capacity and demand. This will involve: Co-ordinating reception areas in order to ensure the effective interface between different Directorates, Departments and Professional Groups involved in the provision of care. Ensuring the MBU and Suite 8 CDU reception areas work within national guidelines by working closely with clinicians and management to ensure standards are identified and met. Familiarity with relevant Cancer Waiting Time targets. The post holder will bring potential MBU and Suite 8 CDU waiting time problems to the attention of the Associate Service Manager with proposed solutions. Undertaking complex rescheduling of treatment appointments ensuring that all rescheduled treatments are rescheduled in co-ordination with outpatient appointments. Ensuring scheduling and rescheduling is undertaken on the IT systems iCare and Epic including basic rescheduling duties. To monitor overlapping or concurrent spells of admission, long stays taking action to rectify admissions and discharges where necessary. Booking interpreter services and portering, and accurately recording the information on IT systems. Liaise with Chemotherapy Lead Nurses/Unit Managers to understand nursing staffing levels and adjust units chair capacity accordingly. Support patients and manage complaints to help resolve issues locally. Workforce Manage the overall co-ordination of MBU and Suite 8 CDU reception areas, and, as lead Administrator take on additional staff management responsibilities as required from service expansion. Review workload and ensure that work is allocated fairly, delegating responsibilities as appropriate. Take responsibility for the management of annual, sickness and other leave, ensuring the department is appropriately covered at all times, advertising vacancies and leading on recruitment, whilst liaising with Temporary Staffing whenever necessary. To manage the departments sickness, including return to work interviews up to formal warning stage. Ensure that all shifts and absences are recorded on Health Roster and that Health Roster is kept up to date. Notify the Associate Service Manager - Oncology of any return-to-work interviews that are past the formal warning stage. To arrange induction programmes for all staff including bank staff, and volunteers arranging contracts, security badges, smartcards and all necessary I.T accounts. This will include the need to train staff on new systems. Manage the administrative staff within the department including mandatory training, PDRs, annual, sickness and other leave, and to the first line of performance, disciplinary and grievance process. Job description Job responsibilities Job Summary: Macmillan Brook Unit at Queen Elizabeth Hospital and Suite 8 at Lewisham Hospital are busy Oncology and Clinical Haematology outpatient areas combining Chemotherapy services with a blood transfusion service. The post holder will be responsible for the day-to-day operational management of booking and scheduling of chemotherapy and supportive treatments, ensuring that services are provided to meet trends in capacity and demand, and that waiting time targets are met. They will work alongside the Associate Service Manager Oncology, Associate Service Manager - Haematology and the Lead Chemotherapy Nurse/Matron for Cancer Services to plan and ensure delivery of future service requirements, providing reports and data analysis as required. They will provide data and activity reports to the Systemic-Anti-Cancer-Therapy Group Meeting. The role will require effective communication with patients, the nursing team and doctors. Key Result Areas & Performance: Day to day responsibly for the smooth running of the department to include: Overall responsibility for the local operating procedures of the department, ensuring that these are communicated and adhered to by staff and regularly reviewed and developed. Overall responsibility for managing, maintaining and developing the departments systems and databases including providing data and reports, graphs and complex data analysis as required. Daily supervision of all admin staff: providing training and support as required; staff management including carrying out PDRs; manage annual, sickness and other leave, and the first line of performance, disciplinary and grievance process. Responsibility for ensuring reception duties e.g. greeting patients, checking patients in and out, arranging follow-up appointments, scheduling treatment, answering telephone calls, sending appointment letters etc. To maintain a systematic filing system for both general office documentation and personnel files. Overall responsibility for the scheduling of Oncology and Haematology-Oncology treatment services at the Trust ensuring that services are provided to meet current trends in capacity and demand. This will involve: Co-ordinating reception areas in order to ensure the effective interface between different Directorates, Departments and Professional Groups involved in the provision of care. Ensuring the MBU and Suite 8 CDU reception areas work within national guidelines by working closely with clinicians and management to ensure standards are identified and met. Familiarity with relevant Cancer Waiting Time targets. The post holder will bring potential MBU and Suite 8 CDU waiting time problems to the attention of the Associate Service Manager with proposed solutions. Undertaking complex rescheduling of treatment appointments ensuring that all rescheduled treatments are rescheduled in co-ordination with outpatient appointments. Ensuring scheduling and rescheduling is undertaken on the IT systems iCare and Epic including basic rescheduling duties. To monitor overlapping or concurrent spells of admission, long stays taking action to rectify admissions and discharges where necessary. Booking interpreter services and portering, and accurately recording the information on IT systems. Liaise with Chemotherapy Lead Nurses/Unit Managers to understand nursing staffing levels and adjust units chair capacity accordingly. Support patients and manage complaints to help resolve issues locally. Workforce Manage the overall co-ordination of MBU and Suite 8 CDU reception areas, and, as lead Administrator take on additional staff management responsibilities as required from service expansion. Review workload and ensure that work is allocated fairly, delegating responsibilities as appropriate. Take responsibility for the management of annual, sickness and other leave, ensuring the department is appropriately covered at all times, advertising vacancies and leading on recruitment, whilst liaising with Temporary Staffing whenever necessary. To manage the departments sickness, including return to work interviews up to formal warning stage. Ensure that all shifts and absences are recorded on Health Roster and that Health Roster is kept up to date. Notify the Associate Service Manager - Oncology of any return-to-work interviews that are past the formal warning stage. To arrange induction programmes for all staff including bank staff, and volunteers arranging contracts, security badges, smartcards and all necessary I.T accounts. This will include the need to train staff on new systems. Manage the administrative staff within the department including mandatory training, PDRs, annual, sickness and other leave, and to the first line of performance, disciplinary and grievance process. Person Specification Qualifications & Training Essential Educated to degree level or equivalent experience and knowledge Administrative experience in a healthcare setting Good knowledge of medical and social care terminology. Ability to provide and manipulate spreadsheets and prepare presentations Knowledge and experience of working with databases and a range of software. Desirable Management training or equivalent experience Senior administrative experience Advance Excel training Experience Essential Knowledge or experience of complex clinic or booking management Staff management experience Able to work independently and as part of a team Ability to work to and achieve tight deadlines Ability to liaise internally and externally to the department Recent experience of working in an acute healthcare setting. Experience of working with multidisciplinary teams Experience of working with the public Experience of administering meetings Knowledge & Skills Essential Ability to work on own initiative using evidence and experience to inform safe decision making. Strong problem solving skills Proficient in using in-house I.T systems developed for Healthcare use Proficient in Microsoft Word and Excel Office packages Experience of developing and supporting administrative/ clerical systems Able to monitor and assess information/data Ability to Line-manage on a day to day basis the admin support assigned to this post Able to communicate effectively Evidence of continuous personal development in or willingness to develop in I.T Systems Awareness of confidentiality issues Knowledge of budget management Desirable Proficient in Microsoft Access and Power Point Knowledge of database packages and evidence of practical experience. Familiar with Cancer Waiting Times targets Personal Qualities Essential Ability to plan own workload, work well under pressure and meet deadlines Willingness to learn Motivated Hard working Good Interpersonal Skills and the ability to communicate with personnel at all levels of the organisation and to challenge progress against timelines Normal working hours with occasional flexibility over working hours (e.g. ability to attend early morning/evening meetings) Flexible to meet the needs of the service Ability to work under pressure with changing priorities in a calm and professional manner and delegate as appropriate Ability to lead and motivate team members Person Specification Qualifications & Training Essential Educated to degree level or equivalent experience and knowledge Administrative experience in a healthcare setting Good knowledge of medical and social care terminology. Ability to provide and manipulate spreadsheets and prepare presentations Knowledge and experience of working with databases and a range of software. Desirable Management training or equivalent experience Senior administrative experience Advance Excel training Experience Essential Knowledge or experience of complex clinic or booking management Staff management experience Able to work independently and as part of a team Ability to work to and achieve tight deadlines Ability to liaise internally and externally to the department Recent experience of working in an acute healthcare setting. Experience of working with multidisciplinary teams Experience of working with the public Experience of administering meetings Knowledge & Skills Essential Ability to work on own initiative using evidence and experience to inform safe decision making. Strong problem solving skills Proficient in using in-house I.T systems developed for Healthcare use Proficient in Microsoft Word and Excel Office packages Experience of developing and supporting administrative/ clerical systems Able to monitor and assess information/data Ability to Line-manage on a day to day basis the admin support assigned to this post Able to communicate effectively Evidence of continuous personal development in or willingness to develop in I.T Systems Awareness of confidentiality issues Knowledge of budget management Desirable Proficient in Microsoft Access and Power Point Knowledge of database packages and evidence of practical experience. Familiar with Cancer Waiting Times targets Personal Qualities Essential Ability to plan own workload, work well under pressure and meet deadlines Willingness to learn Motivated Hard working Good Interpersonal Skills and the ability to communicate with personnel at all levels of the organisation and to challenge progress against timelines Normal working hours with occasional flexibility over working hours (e.g. ability to attend early morning/evening meetings) Flexible to meet the needs of the service Ability to work under pressure with changing priorities in a calm and professional manner and delegate as appropriate Ability to lead and motivate team members 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 Lewisham and Greenwich NHS Trust Address University Hospital Lewisham Lewisham High Street London SE13 6LH Employer's website https://www.lewishamandgreenwich.nhs.uk/ (Opens in a new tab)