Oncology Clerical Assistant (ROH INTERNAL APPLICANTS ONLY)

NHS

  • Birmingham
  • £24,465 per year
  • Permanent
  • Full-time
  • 12 days ago
Please note this post is internal only, and substantive ROH candidates will be considered. This includes permanently employed staff and staff on fixed term contracts.We are recruiting a Oncology Clerical Assistant to join our Oncology/Spinal Oncology Service Team. You will be responsible for ensuring effective liaison between the patient and the multi-disciplinary team. You must be able to organise your own workload on a day to day basis.Main duties of the jobThe post-holder will take the lead on booking all suspected cancer referrals within the government two-week timescale.Liaising between patients and other health care providers will support the delivery of a booked journey for the patients.The post-holder will on many occasions be the first contact for a patient or relative after they have been diagnosed with suspected cancer. The patient or relative may be distressed or very emotional.Training of other staff in the use of the appointment systems will be a key requirement of the post-holder.Enhanced communication skills are integral to the role. To support and help implement continuous quality improvement activities.About usThe Royal Orthopaedic Hospital NHS Foundation Trust is one of the largest specialist orthopaedic units in Europe. We offer planned orthopaedic surgery to people locally, nationally and internationally.Our Trust is a very special hospital; big enough to deliver world class services and small enough to offer exceptional patient and staff experience. We offer a working experience unique in the West Midlands and we're always on the lookout for passionate people to join our award-winning team.The ROH is an equal opportunities employer. We employ people of difference and are committed to growing an inclusive culture, where difference is celebrated, and people feel able to bring their whole and authentic self to work.We are a Disability Confident Leader and offer a range of inclusive, family friendly and flexible working arrangements and policies, to support our people in the workplace. Flexible working requests will be considered.The Trust is committed to the Disability Confident Interview Scheme and will offer an interview to disabled applicants who meet the minimum criteria for a vacancy and consider them on their abilities.If you have a disability and need any support with your application or require any reasonable adjustments to be implemented please do get in touch with the Recruiting Manager for this position so that the team can support you.DetailsDate posted22 August 2025Pay schemeAgenda for changeBandBand 2Salary£24,465 a year per annum, pro rata if part-time.ContractPermanentWorking patternFull-timeReference number303-7353508Job locationsThe Royal Orthopaedic HospitalBristol RoadBirminghamB31 2APJob descriptionJob responsibilitiesThis is not an exhaustive list of duties, and a regular review will take place with the post-holder as part of their ongoing development and performance management.KEY CORE RESPONSIBILITIES:To be responsible for processing all new suspected cancer referrals received within the Oncology Service, in order to meet the 2-week cancer wait in accordance with the National Cancer Standards.To receive referrals for suspected cancers from various sources and ensure that the date of receipt is recorded. These referrals will be received in several ways including; letters, proformas, telephone and email.Referrals are processed on a daily basis, e.g. triaged and monitored upon receipt.Referrals are registered on PAS system and other trust systems registrations identified.Notes are amalgamated and cross referenced on PAS as required.Onkos/ Somerset and PAS to be kept up to date with all relevant patient informationAll previous notes are requested and updated as necessaryQueries from Patients, GPs and outside agencies are responded to in a timely fashion, upholding the highest standard of customer care at all times. Queries that cannot be resolved should be discussed with team leaders immediately for advice and support.Ensure that oncology chits are planned onto to outpatient waiting list accurately or follow up appointment's booked within the timeframe stated on the form and actioned within 2 working days.Liaise and support the Medical Secretaries, Clinicians and other members of the Oncology Team, to ensure that patient data is available and accurate.Take responsibility for ensuring all data items are available when the referral to the Oncology/Spinal Oncology Service is processed. Exchange information with patients and staff for appointments verbally, in written format etc and pass on medical information as required.Exercise judgement when dealing with patient enquiries, analyse and resolve patient and staff problems..Update EBS categories for DoH and audit on Oncology Database and PAS.Ensure that any processes associated with managing OPD waiting times are documented and accurate records are updated in patients records (and Oncology Database).To participate in appraisals and personal reviews and work to achieve agreed objectives.To provide cross cover for the Oncology Admin clerk during annual leave and sickness.Any other duties commensurate with the grading and nature of the post.COMMUNICATION AND WORKING RELATIONSHIPSDemonstrate interpersonal skills when dealing with all levels of staff and patients.Ensure telephone manner is kept professionalHandle confidential patient material in a sensitive and discrete manner in compliance with Trust policies and procedures.Liaise with other departments and members of the Trust to ensure patient pathways are followed correctly.Create strong working relationships with the wider teams to ensure we are providing the best possible service for the patients.ANALYTICAL AND JUDGEMENT ResponsibilitiesUse initiative and act on problems that arise within the Oncology Department.Understand at what point concerns need to be escalated to Management.Ability to reflect on what went wrong and how to do things differently.PLANNING AND ORGANISATIONAL SKILLSDemonstrate organisational skills with large workloads and understand what needs to be prioritised.Maintain records and data bases, ensuring they are kept up to date at all times.Job descriptionJob responsibilitiesThis is not an exhaustive list of duties, and a regular review will take place with the post-holder as part of their ongoing development and performance management.KEY CORE RESPONSIBILITIES:To be responsible for processing all new suspected cancer referrals received within the Oncology Service, in order to meet the 2-week cancer wait in accordance with the National Cancer Standards.To receive referrals for suspected cancers from various sources and ensure that the date of receipt is recorded. These referrals will be received in several ways including; letters, proformas, telephone and email.Referrals are processed on a daily basis, e.g. triaged and monitored upon receipt.Referrals are registered on PAS system and other trust systems registrations identified.Notes are amalgamated and cross referenced on PAS as required.Onkos/ Somerset and PAS to be kept up to date with all relevant patient informationAll previous notes are requested and updated as necessaryQueries from Patients, GPs and outside agencies are responded to in a timely fashion, upholding the highest standard of customer care at all times. Queries that cannot be resolved should be discussed with team leaders immediately for advice and support.Ensure that oncology chits are planned onto to outpatient waiting list accurately or follow up appointment's booked within the timeframe stated on the form and actioned within 2 working days.Liaise and support the Medical Secretaries, Clinicians and other members of the Oncology Team, to ensure that patient data is available and accurate.Take responsibility for ensuring all data items are available when the referral to the Oncology/Spinal Oncology Service is processed. Exchange information with patients and staff for appointments verbally, in written format etc and pass on medical information as required.Exercise judgement when dealing with patient enquiries, analyse and resolve patient and staff problems..Update EBS categories for DoH and audit on Oncology Database and PAS.Ensure that any processes associated with managing OPD waiting times are documented and accurate records are updated in patients records (and Oncology Database).To participate in appraisals and personal reviews and work to achieve agreed objectives.To provide cross cover for the Oncology Admin clerk during annual leave and sickness.Any other duties commensurate with the grading and nature of the post.COMMUNICATION AND WORKING RELATIONSHIPSDemonstrate interpersonal skills when dealing with all levels of staff and patients.Ensure telephone manner is kept professionalHandle confidential patient material in a sensitive and discrete manner in compliance with Trust policies and procedures.Liaise with other departments and members of the Trust to ensure patient pathways are followed correctly.Create strong working relationships with the wider teams to ensure we are providing the best possible service for the patients.ANALYTICAL AND JUDGEMENT ResponsibilitiesUse initiative and act on problems that arise within the Oncology Department.Understand at what point concerns need to be escalated to Management.Ability to reflect on what went wrong and how to do things differently.PLANNING AND ORGANISATIONAL SKILLSDemonstrate organisational skills with large workloads and understand what needs to be prioritised.Maintain records and data bases, ensuring they are kept up to date at all times.Person SpecificationQualificationsEssential
  • Math's and English GCSE at Grade C/4 and above or equivalent experience
Desirable
  • Training on relevant NHS systems
ExperienceEssential
  • Recent administrate or customer services experience
  • Experience with talking via the telephone in a professional manner
Desirable
  • NHS Experience in an office environment
  • Knowledge of National Cancer Targets
Personal QualitiesEssential
  • Able to work on own initiative and prioritise workload
  • Able to deal with distressing/emotional situations
  • Accurate data entry
Person SpecificationQualificationsEssential
  • Math's and English GCSE at Grade C/4 and above or equivalent experience
Desirable
  • Training on relevant NHS systems
ExperienceEssential
  • Recent administrate or customer services experience
  • Experience with talking via the telephone in a professional manner
Desirable
  • NHS Experience in an office environment
  • Knowledge of National Cancer Targets
Personal QualitiesEssential
  • Able to work on own initiative and prioritise workload
  • Able to deal with distressing/emotional situations
  • Accurate data entry

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