Senior Administration Assistant

4 months ago


Chelsea, United Kingdom The Royal Marsden NHS Foundation Trust Full time

The Administrator/Scheduler is an integral member of the Medical Day Unit team, under the supervision of the Sister of the MDU and the Matron for Day Care Services. The post holder will coordinate all administrative aspects of the Day Care Services including data collection, reception and clerical duties.

The Royal Marsden NHS Foundation Trust is a world-leading cancer centre. Our role is to offer our patients the best cancer care available anywhere in the world, and to continue to make a global contribution to finding better ways of diagnosing and treating cancer. We employ over 4,500 staff in a diverse range of careers including nursing, medical, science, radiography, pharmacy, occupational therapy, finance and administrative services. We have two hospitals - one in Chelsea, London, and one in Sutton, Surrey - as well as a Medical Daycare Unit in Kingston Hospital.

At The Royal Marsden, we deal with cancer every day, so we understand how valuable life is. When people entrust their lives to us, they have the right to demand the very best. That's why the pursuit of excellence lies at the heart of everything we do.

At the heart of the hospital is our dedicated team. We offer a stimulating and dynamic working environment, a wide range of staff benefits, learning and development opportunities and clear career pathways. There are opportunities to work flexibly across a range of areas and specialities and we welcome flexible working requests from point of hire to support employees work life balance. We are looking for employees who aspire to excellence, share our values and can play a crucial role in our on-going achievements.

For further information, please refer to the Job Description/Person Specification

Appointments, scheduling and capacity management
- To deal with all new patient chemotherapy referrals from clinicians, ensuring that the first chemotherapy treatment is scheduled within Cancer Waiting Times targets.
- To liaise directly with the patient regarding their treatment, providing information and reassurance and managing patient expectations around the chemotherapy experience
- To liaise with the clinical teams and nursing staff to prioritise the scheduling of new
- To schedule all chemotherapy treatment on the Medical Day Unit in line with local guidelines and
- To plan patient treatment and unit capacity efficiently, having consideration for a range of influencing factors such as the nursing staff rota, pharmacy turnaround times, availability of blood results
- To plan ahead and to reschedule workload when necessary, to ensure that the unit capacity is optimally
- To book chemotherapy prescribing clinic and treatment appointments for all patients receiving
- To ensure that all patients leave the MDU with an appointment for their next chemotherapy prescribing clinic and treatment, where
- To reschedule appointments for patients whose treatment has been cancelled or delayed.
- To adhere to patient appointment booking processes on HIS, ensuring that Trust procedures and local protocols are
- To liaise closely with the Lead Nurse for Vascular Access to manage referrals and appointments for the Peripherally Inserted Central Catheter (PICC)
- To be responsible for the administration of all services taking place in the MDU Procedure
- To ensure that all relevant paper documentation is scanned into the electronic patient record (e.g. consent forms, chemotherapy referral forms)

Clinic management
- To plan all chemotherapy prescribing clinics, ensuing that the clinic profiles are adjusted in line with doctor
- To pre-prepare all clinics
- To manage overbooking of chemotherapy prescribing
- To proactively monitor chemotherapy prescribing to ensure that all chemotherapy prescriptions are pre-prescribed in line with hospital policy and liaise with individual clinicians to rectify any missing prescription
- To arrange extra prescribing and treatment clinics to meet unusual levels of patient demand, for example after bank
- Tracking chemotherapy prescriptions, from confirmation to release of treatment and liaising with pharmacy in regards to chemotherapy releasing status and to keep patients and nursing staff informed

Reception duties
- To run a highly efficient and patient-focussed reception service, including:

- To meet and greet all patients and visitors to the MDU and Clinical Assessment Unit in a professional, courteous and friendly
- To deal calmly and sensitively with vulnerable patients and a range of difficult situations.
- To deal with a high volume of patients with complex needs on a daily basis, both face-to-face and over the phone
- To communicate effectively with patients in relation to their use of services on the MDU, guiding patients around the Unit on
- To deal proactively and effectively with a wide range of enquires from clinicians, nurses and administrative colleagues, escalating to other staff when
- Dealing with patient phone calls and enquiries regarding their appointments and tho



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