Oncology Co-ordinator in Leeds

We are seeking an organised, proactive, and highly professional Oncology Co-ordinator to oversee the day-to-day administration, patient coordination, and financial management processes in collaboration with LTHT and Nova Healthcare. This pivotal role provides comprehensive organisational and administrative support to the Clinical Director and wider multidisciplinary team, ensuring efficient service delivery and an exceptional patient experience. The successful candidate will act as the primary point of contact for Oncology administration and financial queries and will play a key role in maintaining high standards across all operational processes.

The post holder will work closely alongside the Haematology Co-ordinator to ensure seamless service delivery across both specialties and will provide reception cover and front-of-house support when required.

Main duties of the job

The Oncology Co-ordinator will provide comprehensive administrative and operational support to the Oncology service at Nova Healthcare within the Leeds Cancer Centre at St James's University Hospital. The role involves:

• Coordinating patient appointments and treatment pathways
• Liaising with consultants, patients, insurers, and external providers
• Managing private patient administration and invoicing processes
• Ensuring an exceptional patient experience throughout the service

The successful candidate will work closely alongside the Haematology Co-ordinator, provide reception cover when required, and support the smooth day-to-day running of a busy private oncology service.

About us

At Nova Healthcare, we are committed to delivering the highest standard of personalised care to private patients diagnosed with cancer, blood disorders, and neurological diseases. Based within the Leeds Cancer Centre at St James's University Hospital, one of Europe's leading cancer treatment facilities, we work closely with the St James's University Hospital Institute of Oncology to provide innovative, research-driven care. We pride ourselves on being a supportive, close-knit team focused on delivering outstanding patient care and service excellence.

Job responsibilities

Administrative Responsibilities

• Act as the primary point of contact for Oncology administrative and financial enquiries
• Coordinate and manage patient appointments, clinic schedules, treatment bookings, and consultant diaries
• Liaise effectively with consultants, patients, hospitals, insurers, pharmacies, and external stakeholders
• Coordinate outpatient clinics and systemic anti-cancer therapy (SACT) administration processes where required
• Handle telephone, email, and written correspondence professionally and efficiently
• Maintain accurate patient records and ensure all documentation is completed in line with GDPR and confidentiality requirements
• Support multidisciplinary team coordination and patient pathway management
• Resolve routine patient queries and escalate concerns appropriately when required
• Assist with preparation of clinic lists, reports, and correspondence
• Support the Clinical Director and wider clinical team with administrative duties and service coordination
• Work closely alongside the Haematology Co-ordinator to support operational continuity and shared patient pathways
• Provide reception and front-of-house cover as required, including welcoming patients, handling enquiries, and ensuring a professional patient experience
• Identify opportunities to improve patient pathways and operational efficiency
• Undertake consultant letter typing and clinic correspondence preparation as required
• Process invoices accurately for insured and self-pay patients
• Maintain and update financial records using Microsoft Excel and internal systems
• Liaise with insurance providers regarding authorisations, payments, and funding queries
• Respond to patient financial enquiries sensitively and professionally
• Monitor outstanding invoices and support financial reconciliation processes alongside the company accountant
• Ensure accurate data entry and record management relating to billing activity
• Support treatment costing and financial tracking processes where required

Service & Team Responsibilities

• Work collaboratively within a multidisciplinary administrative and clinical team
• Contribute positively to a supportive and professional team culture
• Maintain high standards of customer service and patient experience at all times
• Demonstrate flexibility and adaptability to meet service demands
• Provide cross-cover for reception and administrative services during periods of annual leave, sickness, or increased workload
• Support service continuity during periods of increased workload or staff absence
• Participate in service development initiatives and quality improvement activities

Person Specification

Qualifications

• GCSE Maths and English (Grade 5/C or above), Functional Skills Level 2, or equivalent demonstrable experience
• NVQ Level 3 in Secretarial Studies, Business Administration, or equivalent demonstrable experience
• Medical Terminology Level 2 qualification or equivalent working experience
• Additional administrative or healthcare-related qualifications

Experience

• Previous experience in healthcare administration
• Experience managing confidential information
• Experience dealing with patients and healthcare professionals
• Experience using patient administration systems and Microsoft Office applications
• Experience within Oncology, Haematology, or a related clinical specialty
• Experience with healthcare financial processes including insurance billing and self-pay invoicing
• Experience supporting private patient services

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.