Chemotherapy Co-ordinator Scheduler in Oxford

Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.

The Trust comprises of four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.

Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call thisDelivering Compassionate Excellenceand its focus is on our values of compassion, respect, learning, delivery, improvement and excellence.

Many of our recruitment programmes useValue Based Interviewingto identify those who have the skills we seek, who share our values and who are able to deliver compassionate excellence from the outset. We know that this makes a significant difference to your job satisfaction and above all the outcomes and experience of our patients and their families. For more information about our Values and Value Based Interviewing please visit www.ouh.nhs.uk/about/vision-and-values

Job overview

Are you looking for a career where you can really make a difference and at the same time learn valuable new skills? Our administrative staff provide essential support to the clinical teams striving to ensure the patients’ experience is what we would expect for our own family and friends. Because we understand and value the contribution of administrative staff in our teams we invest in training and development to make sure our staff are equipped with the right skills and knowledge.

We are looking for an enthusiastic and motivated individual to join our administrative team within the Day Treatment Unit as Chemo Co-ordinator Scheduler. For the successful candidate this will be an exciting opportunity to develop this new role and lead our dedicated team of chemo co-ordinators who provide a key role in ensuring the correct chemotherapy drugs are available in time for the patient to receive the treatment.

You will need to possess good communication and interpersonal skills as an important element to this role is the liaison between pharmacists, clinicians and the drug suppliers. This busy role will require you to be highly organised, have attention to detail and possess the ability to work individually as well as part of a larger team. If you would like to make a positive contribution to a patient’s care experience, then we would like to hear from you.

Main duties of the job

Overall objectives:

• To be a member of the Day Treatment unit (DTU) and provide a comprehensive administrative support to the DTU nurses and service based at the Churchill Hospital and is efficiently managing the processes underpinning: management of our databases (EPR, ARIA) chemotherapy delivery across day services, helping with patient query’s and booking transport.
• Be able to have sensitive and compassionate manner with patients and relatives who are in relative states of emotional distress in view of delicate nature of the disease.
• To participate in cover arrangements of any member of the team, for training, annual leave or sick leave, as required and potentially on another site.
• To have a clear understanding of our policies and procedures and to participate in the implementation of unit polices and service development.
• Ensure all trust systems are up to date with patients’ details as required while complying with the Data Protection Act.
• Maintain key links and good working relationships with all staff across oncology and haematology.
• Being responsible for scheduling and providing admin support for Oral Education Sessions
• Attend mandatory training course as identified through supervision and individual performance review.
• Support and participate in training all new members of staff

Working for our organisation

The successful candidate can also look forward to

• Generous annual leave entitlement – 27 days (plus Bank Holidays) on joining the Trust which increases with length in service
• Flexible working (standard hours of work between 8.00 – 6.00 Mon – Fri no weekend or bank holiday working required)
• Working from Home options (on a rota basis, once fully trained)
• NHS discounts across varied businesses
• Continued professional development opportunities

In return we expect you to be motivated and hard working with a positive approach to providing excellent customer service with a desire to make a patient’s care experience the best it can possibly be.

Detailed job description and main responsibilities

• Use electronic software packages (eg ARIA) to co-ordinate the prescribing of chemotherapy by Doctors, its screening by pharmacists and receipt of prescriptions by the relevant pharmacy departments and being responsible for updating all relevant documentation.
• Liaising with the external chemotherapy provider, negotiating chemotherapy arrival times and release of chemotherapy at the correct time to ensure chemotherapy is not wasted.
• Be proactive in liaising with doctors and pharmacists, by communicating effectively to ensure that all chemotherapy is prescribed and screened, ideally 48 hours in advance.
• Work with pharmacy, DTU staff and external companies to minimise wastage.
• Liaise daily with nursing staff, providing a status report detailing the stage at which patients’ chemotherapy prescriptions have reached in the process.
• Support Pharmacy with database input and with any audits that need to be undertaken.
• Liaise with Cardiology to ensure all Echo referrals are actioned, and that all relevant data bases are maintained.
• Manage Herceptin referrals & scripts to Health Care At Home
• Coordination of Oral Education and Enos
• To attend a daily meeting to feed back on the coordination of chemotherapy, highlight any concerns to work together on achieving the outcome best for the patient.
• To take a lead role in the management of Oral Education Chemotherapy clinics, ensuring that all patients are seen within the required time scales and in accordance with NHS targets and Trust policies.
• To manage one’s defined areas within their tasks and be responsible for prioritising work, developing staff and reviewing working practices to ensure effective department procedures and communication structures are implemented.
• To coordinate the day to day activities of the Chemotherapy Coordinators
  • To train and supervise members of one’s team in all aspects of patient administration service and exceptional customer service, motivating, improving performance and promoting team values to achieve required outcomes. Contribute to the identification and planning of development needs for the team and individuals.
  • To contribute to the assessment of staff performance against objectives and be responsible for the performance development reviews of individuals. On a day to day basis support individual learning and development.
• To ensure that joint working and close co-operation is developed and maintained with internal and external staff groups, providing the clinical/operational services needed to maintain a complete and seamless service to patients.
• To deal with complex enquires from staff and patients investigating and researching matters in order to provide information, guidance and advice to others in response to their queries in line with departmental key performance indicators.
• To take responsibility for data quality within a defined area; investigating issues, rectifying processes and providing training as required.
• Taking responsibility of dealing with general communication including email, shared mailboxes and EPR communication centre
• To comply with the requirements of the Data Protection Act, Access to Health Records and legislation issued in relation to confidential data.
• Any other duties as deemed appropriate to the role to support the increasing service needs as requested by the DTU Nurse Manager or Lead Chemotherapy Nurse.
• Participate in individual performance review in regular supervision sessions as agreed

** For more details please see full Job Description**

Person specification

Education/Qualifications

• Good general level of education (e.g. 5 GCSEs/BTEC grade C or above or equivalent) including Maths & English
• Knowledge of a range of trust policies and procedures
• EPR/ARIA Trained
• IT Qualifications

Experience

• Proficient in use of MS Office
• Previous experience within the NHS/public sector
• Knowledge of patient pathways within the NHS
• Ability to work to tight deadlines and prioritise own workload
• Evidence of team working
• Experience of working with the public
• Supervisory experience

Sexual Safety Charter : In 2023NHS England launched its first sexual safety charter, and our Trust proudly signed it. We pledge zero tolerance for inappropriate sexual behaviour and commit tothe ten core principles

Oxford Universitiespromotes a safe, respectful hiring environment.

If you want to make a difference with us, come and join our team. Together, we will uphold the highest standards of care and professionalism.

Vacancy Closures: Please note, this vacancy may close early if a high volume of applications are received.

Visa and Immigration: Oxford University Hospitals NHS Foundation Trust is able to offer Certificates of Sponsorship for all eligible roles for a Skilled Worker Visa without exception, provided the role meets the minimum salary and skill level criteria set by the Home Office (UKVI). All eligible candidates will be considered with equal consideration at all stages of the application and recruitment process. Skilled worker: Health and Care Visa | NHS Employers / Work in the UK - GOV.UK

COVID-19: The COVID-19 vaccination remains the best way to protect yourself, your family, your colleagues and of course our patients from the virus when working in our healthcare settings. Whilst COVID-19 vaccination is not a condition of employment, we do encourage our staff to get vaccinated. If you are unvaccinated there is helpful advice and information at Oxfordshire County Council Website where you can also find out more about how to access vaccination.

Probation Period: This post is subject to a 6 month probationary period. If you currently hold a contract of employment with the Oxford University Hospitals, this will not apply. This statement does not apply to Medical staff or Executive Appointments.

Referencing: When providing employment reference details please provide correct work related email addresses so references can be sought promptly when we are looking to progress your application. Your first referee will need to be your line manager, supervisor or clinical lead from your current or most recent post or place of study. Please note that if you have previously worked for the Trust we will require a reference from your last Manager, this information is essential if your offer of employment is to be confirmed.

To note: Applicants must write their own applications. If AI tools are used, the application may be rejected as this document is crucial for assessment. This does not prevent you from seeking support via AI with applications for the purposes of any disability and/or long‑term health conditions.

When using AI to help write your application, it is important to personalise it, especially your supporting statement. While AI can simplify the process, it will not fully understand the job's requirements and/or be able to showcase your skills, knowledge, and experience. Write your statement to show why you are interested in the role and how you would be a valued member of the team/OUH employee.

No unsolicited recruitment agency telephone calls or emails.

Employer certification / accreditation badges

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.

Application numbers

Please note that this job advertisement will close automatically once the application limit is reached, regardless of whether this occurs before the advertised closing date.

Band 5 NurseandBand 2 Healthcare Support Workerrecruitment iscentralised, meaning when you apply you will be considered fora number of rolesacross the Trust.

Vacancies with our PFI partners

Domestic / catering / porteringservices at theJohn Radcliffe Hospitalare provided byMitie.

Domestic / catering / portering / maintenance engineerservices at theChurchill HospitalandNuffield Orthopaedic Centreare provided byG4S.

Maintenance engineer services at the John Radcliffe Hospital are provided by Equans.

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