Cancer Management Team Co-ordinator

Job summary

This role will provide comprehensive and efficient support to the senior cancer management team and undertake coordination and administrative duties as required. It will require a high degree of initiative, a forward planning and self-starter attitude and excellent organisational skills. The role will require the ability to deal with multiple tasks often with conflicting deadlines and the ability to prioritise efficiently is vital. Good communication skills, both written and verbal, are also essential as well as establishing good links with internal and external colleagues.

Main duties of the job

This role will be the first point of contact to the cancer management team and the cancer team as a whole so the post holder is expected to ensure that queries or issues are directed to the appropriate person/area.

This role will also be responsible for managing the diaries of the senior cancer management team, re-arranging where needed and understanding meetings that take priority and flag up any clashes in good time. They will also be responsible for checking and preparing all meeting papers for accuracy, sending these out in time and taking minutes and updating action logs and following up completion of actions.

The post holder may also be expected to provide a full range of project coordination when required, including preparation of reports, data collection and preparing presentations.

The role may also require handling sensitive queries and the post holder should be able to handle these efficiently and sensitively as a representative of the team and of the Trust and reflect a positive corporate image.

The post holder will also be required to undertake other admin duties such as placing orders for any supplies/equipment required by the team, recording leave, process travel arrangements, arrange events etc. as required. The post holder will also be the site owner for the cancer Sharepoint page and will be expected to keep it updated. The role also requires maintaining the shared drives and files within and ensure regular housekeeping checks.

About us

We provide care and support to over a million people inWakefield and Kirklees in their homes, community settings and across ourthree hospital sites at Pontefract, Dewsbury and Pinderfields (Wakefield).

Always striving for excellence, we are at the forefront ofinnovation and research, and we invest in teaching and the development of ourworkforce.

We live by our values of caring, improving, being respectfuland maintaining high standards. We listen and learn because we aim to make MidYorkshire the best place to work and receive care.

We value diversity and welcome talent and enthusiasmirrespective of age, disability, neurodivergence, sex, gender identity andgender expression, race or ethnicity, religion or belief, sexual orientation,or other personal circumstances including providing unpaid carers support tosomeone with a health and care need. As ethnic minority groups, members of theLGBTQ+ community, and people with a disability/neurodivergence are currentlyunder-represented across the organisation, we encourage applications frommembers of these groups. We have policies and procedures to ensure allapplicants are treated fairly and consistently.

We are proud of our staff networks - who offer valuableguidance and feedback from those with lived experience.

We have a clear vision and you could be part of this Ifyou share our values and you want to make a difference to the lives of ourpatients and their families and carers, we would love to hear from you.

Job description

Job responsibilities

First point of contact to the Senior CancerManagement Team, ensure that all issues are directed to the appropriate area/ person. This is determined throughanalysis of options available. To remain calm and deal with situations in anefficient and sensitive manner.

Provide a full range of project coordinationincluding administration duties is required; this will cover the preparationand distribution of reports and other documents. To produce accurate work to a high level ofpresentation is essential.

Coordinate the Quality Surveillance Programme and liaise with cancer site-specific team leaders to produce therequired documentation in order to achieve compliance with quality measures.Report and escalate to the Lead Cancer Nurse.

Coordinate the Cancer Partnership meetings and liaise with the Lead Cancer Nurse and Chair to ensure engagement and profile is embedded across the Trust

Handle sensitive queries in writing, by phone/in person from colleagues, patients, and other organisations in an effective,sensitive manner as a representative of the Trust, to reflect a positive corporateimage. To be aware of corporate sensitivities,demonstrate and interpret these accordingly wherever appropriate.

Manage the post in a proactive and effectivemanner. Investigate issues on behalf of the management team andprepare responses for approval. Forward mailto the appropriate departments to handle.

Carry out research on behalf of the Management Team through use of the internet and other media in respect ofvarying issues.

Use own initiative and be pragmatic to determinewhat help can be provided to the Management Team to support and assist,and act accordingly.

Ensure that the Cancer Management Team are awareof deadlines and escalate when deadlines are not achieved or are becomingdifficult to achieve

Manage meeting schedules in response to changingdemands and project milestones. Arrange conferences and time outs which mayinclude production of draft agendas, arranging speakers and equipment, asrequested.

Arrange meetings in a timely manner, which onoccasions may be complex, requiring manipulation of diaries and re-arranging ofexisting diary appointments. Ensure that required attendees accept the meeting request.

Implement systems to improve the effectivenessand working practices of the department, always look to streamline to driveefficiency where appropriate to do so.

Coordinate and organise agendas and papers formeetings and distribute in a timely manner.

Attend regular meetings to take minutes andaction logs in line with project management methodology.

Maintain appropriate document control andarchive systems to support effective running of key projects and workstreams(project governance).

Use the information technology available tocommunicate effectively within the organisation and to delivery a high standardof performance within the role.

Link with other appropriate personnel within theTrust in delivering reports and project work, to be recognised as a key go toperson for the department.

OTHER RESPONSIBILITIES

Act as designated site ownerfor the Cancer intranet site

Liaise with both internal and external staff andorganisations as appropriate to meet the requirements of the post, in a professionaland helpful manner.

Ensure that the computer system entries aresubject to regular housekeeping checks in order to maintain efficiency.

Maintain electronic filing systems, ensuring thatdocumentation is easily accessible and appropriately archived.

Person Specification

Qualifications

Essential

General Education to GCSE level or equivalent. Word Processing RSA III or equivalent.

Desirable

European Computer Driving Licence or willingness to work towards. NVQ level III in Business Administration Shorthand

Personal Attributes

Essential

Ability to liaise with all grades of staff Attention to detail and accuracy in production of work Ability to work unsupervised, using a high level of initiative. Ability to work to deadlines and in a pressurised environment. Display a flexible working attitude. Ability to work with constant interruptions from telephone calls and visitors coming into the office. Ability to develop new systems and improve project administration

Desirable

A willingness to undertake personal development. Prepared to learn and use a variety of computer packages

Knowledge, Skills and Awareness

Essential

Excellent communication skills Experience of managing a busy diary Ability to provide administrative support to programmes and projects such as national cancer peer review Experience of work processing, database and Power Point software packages. Ability to organise and prioritise workload Ability to prepare reports and presentations Knowledge of photocopier, fax and e-mail system. Understanding the NHS infrastructure and terminology

Desirable

Understanding of the national cancer agenda / performance targets

Experience

Essential

Previous experience of working with management teams. Previous experience of working within the NHS Experience of project and programme governance and best practice Proficient in using Microsoft Office software, in particular PowerPoint Significant experience of common office procedures such as establishment and maintenance of filing systems, maintenance of electronic diaries and arrangement of meetings. Good telephone manner with ability to take clear and accurate messages and ensure they are passed on appropriately.

Other

Essential

Maintain the confidentiality of Trust and patient information and use such information only as authorised for specific purposes.

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