Oncology Booking Clerk

Mid Yorkshire Teaching NHS Trust; Stanley; On-site; GBP 21,000 - 25,000; Full time

Benefits offered by this job

NHS pension

27 days holiday + bank holidays

Flexible working options

Job summary

Mid Yorkshire Teaching NHS Trust is seeking an administrative and reception support post to facilitate the patient pathway. The role covers cross-site booking, clinic changes, referrals, and general admin duties, with a focus on customer care for distressed patients.

The post holder will ensure accurate PAS data entry and use systems like ICE, CITO, Chemocare, PPM and PPM+. You will work with SOPs to meet timescales and support the Patient Access Team Leader in delivering a professional service.

Qualifications

• GCSE English and Maths (A-C) or equivalent.
• IT qualifications CLAIT or ECDL.
• NVQ 3 in Business Administration or equivalent experience.
• Experience with multiple computer software programmes and CRM systems.

Responsibilities

• Liaise with clinicians and admin teams to ensure correct recording of patient pathways.
• Monitor waiting lists using PTLs and escalate capacity issues.
• Record activity and outcomes accurately, including RTT codes and treatment information.
• Provide a professional central call service for bookings and pathway enquiries.
• Book, cancel and rearrange appointments in line with SOPs, coordinating with clinical areas.
• Manage internal appointment requests via ICE and refer to clinicians as needed.

Skills

Customer service

Communication skills

MS Office

Scheduling/booking

Teamwork

Education

GCSE English & Maths (A-C)

CLAIT or ECDL

NVQ 3 in Business Administration

Tools

PAS

ICE

CITO

Chemocare

PPM

PPM+

Job description

Contact information

Taran Kaur - [e-mail] - Directorate Support Manager

Sian Hansen - [e-mail] - Patient Service Manager

About the role

The post holder will provide administrative and reception service support to facilitate the patient pathway. The post holder will work flexibly across sites to provide a booking service, process clinic changes, process day case procedure administrative booking and coding, process of referrals as well as undertaking a range of general admin tasks.

The post holder will build and maintain close working relationships across the clinical administrative teams, using Standard Operating Procedures (SOP’s) to ensure functions of the role are carried out correctly and within given timescales.

The post holder will ensure accurate data recording using the Patient Administration System (PAS), and other informational systems such as; ICE, CITO, Chemocare, PPM and PPM+ and via the use of Patient Tracking Lists (PTLs) book outpatient and day case events in accordance with clinical instruction and national/local waiting time target dates. Will support the Patient Access Team Leader to deliver a professional and efficient patient focused appointment booking service in accordance with Trust policies and standards. This requires a high level of customer care often communicating with distressed and anxious patients and relatives in a sensitive and empathetic manner.

Please note the interview date maybe changed.

Main Duties

• Liaise as appropriate with clinicians and clinical administration teams to ensure correct recording of patient pathways.
• Using Patient Target Lists (PTLs), proactively monitor waiting lists to ensure patients are appointed in line with clinical instruction/national/local waiting times, escalating where capacity does not allow.
• Allow early opportunity to elevate capacity issues in accordance with SOP
• Ensure appropriate administrative actions for activity outcomes in line with clinical instructions and SOPs; this includes accurate recording of Referral to Treatment (RTT) codes, clinical activity, treatment information and system discharges
• Provide a professional, sensitive, and courteous central call service for appointment and pathway enquiries, acting in line with policy and associated SOPs.
• Book, cancel and re-arrange scheduled appointments in line with clinical instructions and SOPs, liaising with other members of clinical administration teams such as clinical areas and the booking team where appropriate.
• The post holder will be responsible for proactively managing internal appointment requests via the Order Comms System (ICE), rolling on the referrals to the appropriate Clinician and understanding the requirements stated on the form by utilising the patient episode screen.

Essential person specification requirements

Qualifications

• Good general education to include CSE or GCSE in English Language and Maths (A-C grade) or equivalent/experience
• IT skills qualifications; CLAIT or ECDL computer course
• NVQ 3 in Business Administration or equivalent experience

Experience

• Experience of working with multiple computer software programmes such as Microsoft Office and Customer Relationship Management systems
• Working within a multidisciplinary team
• Experience of working in a customer service environment
• Excellent communication skills to overcome barriers of understanding
• Working in a demanding and fast paced environment and ability to cope with regular interruptions and changes to work priorities
• Experience of collating data
• Ability to organise self, working to deadlines and ensuring quality standards.
• Experience of scheduling / coordination activities and/or resources.

Be part of MY team

We are an acute trust caring for over one million people in Wakefield and Kirklees. Our 10,000 staff work in patients’ homes, the community, and our three hospitals in Pontefract, Dewsbury, and Pinderfields (Wakefield). We prioritise our people and values so we can deliver the best possible care to patients. Our team is friendly, passionate, and innovative, always seeking better ways to work.

We support work-life balance and foster a diverse, inclusive environment where everyone belongs. Our staff networks offer safe spaces to share ideas and concerns so we can increase awareness and appreciation of equality, diversity, and inclusion. We welcome applicants from all backgrounds and especially encourage members of the LGBTQ+ community, ethnic minority groups, and people with disabilities or neurodivergence to apply, as they are currently underrepresented in the Trust.

If you value caring, high standards, improvement, and respect, join the MY team to make a difference every day.

Our benefits

• Access to the NHS pension plan
• Generous holiday allowance of 27 days plus bank holidays, increasing with 5 and 10 years of service
• Exceptional employee health and wellbeing services
• Extensive benefits and support, including:
• Onsite nurseries and childcare salary sacrifice scheme
• Home electronics scheme
• Cycle to work scheme - subject to eligibility criteria
• Car lease salary sacrifice scheme - subject to eligibility criteria
• Working carers support and advice, carers network and carers passport
• Flexible working options and family and carer-friendly policies
• Established staff networks, including LGBTQ+ and Race Equality
• Career progression, training and support

Skilled worker sponsorship

You can find out more about skilled worker and health and care visas on our careers site.