Oncology Booking Officer

Lancashire Teaching Hospitals; Preston; On-site; GBP 21,000 - 24,000; Full time

Job summary

Lancashire Teaching Hospitals is seeking an Oncology Booking Co-Ordinator to manage the end-to-end radiotherapy appointment scheduling process. You will ensure accurate bookings, maintain wait times, and work with clinical leads to support cancer pathways.

The role requires excellent communication, frontline customer service, and experience with hospital administration. You will rotate across oncology booking duties and interact with a wide range of colleagues while upholding Trust protocols.

Qualifications

• GCSE English and Maths at Grade C or above or equivalent.
• NVQ 2 or equivalent in Office Administration or similar.
• Knowledge of medical terminology helpful.
• Experience with Quadramed, Evolve, MOSAIQ, Varian systems an asset.

Responsibilities

• Manage accurate booking process for radiotherapy pathways.
• Use booking protocols and templates to schedule scans, treatment and related appointments.
• Monitor breach dates and ensure timely appointments in line with Trust RTT targets.
• Coordinate with oncology teams to align waits and pathways.
• Support deferrals, amendments and cancellations with clear communication to patients.

Skills

Communication skills

Customer service

Office software

Education

GCSE English & Maths

NVQ 2 or equivalent

Tools

MOSAIQ

Quadramed

Evolve

Varian systems

Microsoft Word

Microsoft Excel

Job description

We hope to be welcoming you to the Lancashire Teaching Hospitals team soon; we've shown you exactly why we're 'a great place to work', now it's time to see for yourself! Have a look at our current vacancies down below and make the first step to starting a fantastic new career. Need help with your NHS application? We've got you covered! Our brand-new step-by-step NHS Application Help Video will guide you through the process, making it easier, faster, and stress-free to apply. Additionally, you can check out our helpful Application Guide as well!

You can also look at our recruitment flipbook , an interactive brochure showcasing various entry-level roles. It includes a fun quiz to help you find the right role and links to more information about our hospitals and our fantastic staff.

Corporate Services Roles

For roles in our corporate services departments including – Digital Services (I.T), Recruitment, Employment Services, Temporary Staffing, Rostering, Procurement and Finance, these departments are now part of OneLSC and can be found on the ELHT website: https://elht.nhs.uk/working-us/our-vacancies

Are you an experienced individual who is able to demonstrate excellent communication, operational and interpersonal skills?

If so, this could be the perfect role for you!

A patient-centred approach is a must for our teams who are proud of providing a courteous and friendly oncology booking service to our patients .

This is a fast paced, demanding environment and you should have excellent communication skills. You will be responsible for processing all new Oncology referrals including any subsequent requests relating to the XRT pathway, prioritising work and booking patient appointments whilst having full regard to achieving cancer targets.

You will communicate with our patients in a friendly and professional manner, demonstrating excellent customer care skills.

Main duties of the job

You will be responsible for ensuring that a professional, comprehensive administrative service is effectively delivered to all patients and members of the department. This will be through the correct processing of all new patient booking requests, monitoring breach dates and correctly making appointments with strict adherence to Trust protocols and cancer wait times. You will work closely with clinicians, clinical leads and managers to ensure the delivery of therapeutic pathways.

You will be multi-skilled, have a good working knowledge of appointment booking templates and an understanding of capacity and demand issues.

You will be required to rotate through all areas of Oncology booking services. This will include, but is not limited to: Flexibility will be key in supporting the department to meet the needs of the service.

Working for our organisation

We have 10,000 fantastic people working hard to deliver quality services to our patients. Whatever your role, you help look after 370,000 people in our local area & give specialist care to 1.5 million people across Lancashire & Cumbria.

Working with us gives you the knowledge and sense of pride that every activity you do genuinely does make a difference to support our patients & staff, ensuring we keep thriving & delivering outstanding healthcare right across our local towns.

You’ll have access to varied development opportunities, learn new skills, meet fab people & do things you’d never have done. You’ll learn about working in a hospital, interacting with people from all different roles to build skills & enhance your career path.

You’ll make an impact, be challenged to think differently, be bold & help innovate to keep improving things. Everything we do centres around patient care which means your role is pivotal and something really to be proud of.

Detailed job description and main responsibilities

• Responsible for accurate booking process.
• Utilise in-depth knowledge of appointment booking protocols to correctly book patient planning scan, treatment and any associated appointments and send detailed appointment letters containing instructions.
• Ensure maximum utilisation of appointment slots (including cancellation slots) and communicate changes to relevant staff.
• Demonstrate a specialised knowledge of cancer waits and how this affects the booking process, ensuring patients are booked accordingly via MOSAIQ booking system and Harris Flex.
• Use judgement and experience in dealing with patient queries and decide on the appropriate course of action.
• Provide advice and reassurance to patients on preparation for examinations, giving out complex and sensitive information, such as diet and starving instructions.
• Be a point of contact for patient queries relating to their radiotherapy schedule, ensuring a professional manner is maintained.
• Confidently provide information where there may be barriers to understanding.
• Communicate well with and respond to enquiries from the public, medical personnel and a wide range of colleagues at all levels across the Trust.
• Communicate with patients to understand if further investigation is needed prior to ensure appropriateness of booking.
• Recognise the need to involve and liaise with external bodies such as other hospitals, dental surgeries and care homes to obtain the necessary information.
• Demonstrate an approachable and helpful manner at all times.
• Give guidance and support to colleagues in the provision of an efficient service.
• Deal with queries relating to all aspects of the admin function.
• Deal with any problems/queries in a consistent and timely manner, ensuring that all relevant information is provided to assist in a quick resolution to any problem.
• Escalate any major issues, problems or complaints to supervisors, managers or relevant clinicians.
• Maintain confidentiality at all times as required by legislation and Trust policies.
• Support performance monitoring, ensuring patient appointments are booked in strict accordance with booking guidelines, with full regard to cancer and Trust RTT performance measures.
• Document all patient deferrals/amendments to bookings, contact patients to inform them of cancellations at short notice and ensure this information is cascaded appropriately.
• Act as a primary contact for cancer teams, work to ensure waiting times are strictly adhered to and arrange for any necessary adjustments to fall in line with Trust and national targets
• Work alongside teams of staff across the Trust to ensure that all required standards are achieved and maintained to meet departmental and Trust targets.
• Actively participate in the PDP process, undertaking any learning and development opportunities identified.
• Participate in the departments appraisal/monitoring system
• Undertake induction and training of band 2 staff and band 3 colleagues, identifying and carrying out training as required.

Person specification

Qualifications & Education

• GCSE English and Maths at Grade C or above OR Level 1 Numeracy and Level 2 Literacy skills
• NVQ 2 or equivalent in Office Administration or similar e.g. CLAIT

Knowledge & Experience

• Experience of use of Office software e.g. Microsoft Word, Excel
• Previous experience working with the public / customer care
• Administrative experience and experience of working in a front of house position
• Experience in similar post in the NHS
• Knowledge of medical terminology.
• Experience with Quadramed, Evolve, MOSAIQ, Varian systems

Thanks for taking the time to view this advert; we’re looking forward to receiving your application. You should be aware that the vacancy may close earlier than the published date if sufficient applications are received. We’ll contact you by e-mail to update you on the progress of your application so please check the e-mail account that you applied from (including spam/junk) regularly.

We are committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership, neurodiversity or veteran status are encouraged to apply for this post. Our Statement on the Recruitment of Ex-Offenders is available Here

We recognise that the recruitment process may present barriers for some and you may need personal adjustments to enable you to participate in our recruitment process. Please make contact with the recruitment team at the earliest opportunity to ensure that measures can be put in place to enable your application for this post.

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The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Name Michelle Milburn & Deborah Littlejohn. Job title Oncology Performance Managers. Email address [e-mail]. Telephone number 01772 522277. Additional information Nicola Hughes.

Radiotherapy Appointments Co-Ordinator

01772 522931

Please note – my working hours are Mon-Fri 8.45am-2.30pm

Helen Walmsley

Oncology Booking Team Leader

01772 528183

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