CDU Co-Ordinator Team Manager

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Lewisham and Greenwich NHS Trust, (LGT), is a community-focused provider of local and acute care, delivering high-quality services to over one million people living across the London boroughs of Lewisham, Greenwich, and Bexley. We provide whole-life care and are here to support our communities to live healthier lives as well as taking care of them when they need us the most.

Employing almost 7,500 colleagues, affectionately known as Team LGT, we provide services at Queen Elizabeth Hospital in Woolwich, University Hospital Lewisham, and at over a dozen community settings in Lewisham. We also provide some services at Queen Mary's Hospital in Sidcup.

We have recently launched our new vision and values to mark the LGT10 - the tenth anniversary of our Trust forming in 2013. Our trust vision is to be exceptional. In the quality of our patient care; our support for colleagues; and in the difference we make through our partnerships and in our communities.

To achieve this we value Respect, Compassion, and Inclusion; Being accountable over staying comfortable; Listening over always knowing best; and Succeeding together over achieving alone. You can read more about our visions and values here

Our hospitals and community sites provide a wide range of inpatient and outpatient services, as well as emergency and planned care. The Trust is rated as "good" or "outstanding" in over three-quarters of the services inspected by the Care Quality Commission.

Every year our work includes performing 10,000 procedures in our theatres; bringing seven and a half thousand new lives into the world; carrying out 570,000 visits to patients in their homes or communities and providing emergency care for more than 300,000 patients arriving in our busy Urgent and Emergency Departments.

LGT is a centre for the education and training of medical students enrolled with King's College London's GKT School of Medical Education. We are a training centre for nurses, midwives and allied health professionals. We are pioneering new roles that will support the changing needs of our patients and are one of the largest employers of physician associates in the country.

We are committed to working with our partners to deliver the best outcomes for our local communities. This means playing an active role in the South East London Integrated Care System (ICS), and in formal partnerships including the South East London Acute Provider Collaborative, provider partnerships with our local mental health trusts and borough-based boards of the ICS in Bexley, Greenwich and Lewisham.

Job overview

Fixed-Term / Secondment opportunity:

Chemotherapy-Day-Unit Co-ordinator Team Manager - A&C Band 5

Based at Lewisham Hospital, the post holder will be responsible for the line management of administrative and clerical staff within the Chemotherapy Day Units at Queen Elizabeth Hospital, Woolwich and at Lewisham Hospital. This will involve leading by example, and using motivational skills to seek to influence and inspire staff to reach positive results. You will be responsible for maintaining standards and customer care awareness amongst the admin and clerical team, upholding Trust values.

Using your influential, negotiation and persuasion skills, you will oversee the smooth running of our Chemotherapy Day Unit (CDUs), liaising closely with clinicians and consultants to understand their needs, and reflect these in the delivery of services. You will have experience of chemotherapy scheduling and of troubleshooting whenever necessary.

You will work autonomously to provide full administrative support to our CDUs, and to the (Associate) Service Manager - Oncology. You will be able to work unsupervised, display initiative and work well as part of a team.

We are looking for an energetic and enthusiastic self-starter with a mature, responsible and flexible outlook. You will possess excellent interpersonal skills and be able to liaise with staff from across the Trust.

Please note - sponsorship may not be possible for this post

Main duties of the job

The post holder will be responsible for the day-to-day operational management of booking and scheduling of chemotherapy and supportive treatments, ensuring that services are provided to meet trends in capacity and demand, and that waiting time targets are met.

They will work alongside the Associate Service Manager - Oncology, Associate Service Manager - Haematology and the Lead Chemotherapy Nurse/Matron for Cancer Services to plan and ensure delivery of future service requirements, providing reports and data analysis as required.

They will provide data and activity reports to the Systemic-Anti-Cancer-Therapy Group Meeting.

The role will require effective communication with patients, the nursing team and doctors.

You will be proficient with IT system (Epic, Cerner Millenium, Word, Excel, Health Roster, SBS etc.).

Full time - 37.5 hours/ week Monday to Saturday generally between 08:00 and 18:00.

For further information, please contact: Isabelle Pallix, ASM - Oncology Isabelle.pallix@nhs.net

Please note - sponsorship may not be possible for this post

Working for our organisation

Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:

1. Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development
2. Widening access (anchor institution) and employability
3. Improving the experience of staff with disability
4. Improving the EDI literacy and confidence of trust staff through training and development
5. Making equalities mainstream

Detailed job description and main responsibilities

Job Summary:

Macmillan Brook Unit at Queen Elizabeth Hospital and Suite 8 at Lewisham Hospital are busy Oncology and Clinical Haematology outpatient areas combining Chemotherapy services with a blood transfusion service.

The post holder will be responsible for the day-to-day operational management of booking and scheduling of chemotherapy and supportive treatments, ensuring that services are provided to meet trends in capacity and demand, and that waiting time targets are met. They will work alongside the Associate Service Manager - Oncology, Associate Service Manager - Haematology and the Lead Chemotherapy Nurse/Matron for Cancer Services to plan and ensure delivery of future service requirements, providing reports and data analysis as required. They will provide data and activity reports to the Systemic-Anti-Cancer-Therapy Group Meeting. The role will require effective communication with patients, the nursing team and doctors.

Key Result Areas & Performance:

Day to day responsibly for the smooth running of the department to include:
• Overall responsibility for the local operating procedures of the department, ensuring that these are communicated and adhered to by staff and regularly reviewed and developed.
• Overall responsibility for managing, maintaining and developing the department's systems and databases including providing data and reports, graphs and complex data analysis as required.
• Daily supervision of all admin staff: providing training and support as required; staff management including carrying out PDRs; manage annual, sickness and other leave, and the first line of performance, disciplinary and grievance process.
• Responsibility for ensuring reception duties e.g. greeting patients, checking patients in and out, arranging follow-up appointments, scheduling treatment, answering telephone calls, sending appointment letters etc.
• To maintain a systematic filing system for both general office documentation and personnel files.
• Overall responsibility for the scheduling of Oncology and Haematology-Oncology treatment services at the Trust ensuring that services are provided to meet current trends in capacity and demand.

This will involve:

Co-ordinating reception areas in order to ensure the effective interface between different Directorates, Departments and Professional Groups involved in the provision of care.

Ensuring the MBU and Suite 8 CDU reception areas work within national guidelines by working closely with clinicians and management to ensure standards are identified and met.

Familiarity with relevant Cancer Waiting Time targets. The post holder will bring potential MBU and Suite 8 CDU waiting time problems to the attention of the Associate Service Manager with proposed solutions.

Undertaking complex rescheduling of treatment appointments ensuring that all rescheduled treatments are rescheduled in co-ordination with outpatient appointments.

Ensuring scheduling and rescheduling is undertaken on the IT systems iCare and Epic including basic rescheduling duties.

To monitor overlapping or concurrent spells of admission, long stays taking action to rectify admissions and discharges where necessary.

Booking interpreter services and portering, and accurately recording the information on IT systems.

Liaise with Chemotherapy Lead Nurses/Unit Managers to understand nursing staffing levels and adjust units' chair capacity accordingly.

Support patients and manage complaints to help resolve issues locally.

Workforce

Manage the overall co-ordination of MBU and Suite 8 CDU reception areas, and, as lead Administrator take on additional staff management responsibilities as required from service expansion.

Review workload and ensure that work is allocated fairly, delegating responsibilities as appropriate.

Take responsibility for the management of annual, sickness and other leave, ensuring the department is appropriately covered at all times, advertising vacancies and leading on recruitment, whilst liaising with Temporary Staffing whenever necessary.

To manage the department's sickness, including return to work interviews up to formal warning stage. Ensure that all shifts and absences are recorded on Health Roster and that Health Roster is kept up to date. Notify the Associate Service Manager - Oncology of any return-to-work interviews that are past the formal warning stage.

To arrange induction programmes for all staff including bank staff, and volunteers arranging contracts, security badges, smartcards and all necessary I.T accounts. This will include the need to train staff on new systems.

Manage the administrative staff within the department including mandatory training, PDR's, annual, sickness and other leave, and to the first line of performance, disciplinary and grievance process.

Person specification

Qualifications & Training

Essential criteria

• Educated to degree level or equivalent experience and knowledge
• Administrative experience in a healthcare setting
• Good knowledge of medical and social care terminology.
• Ability to provide and manipulate spreadsheets and prepare presentations
• Knowledge and experience of working with databases and a range of software.

Desirable criteria

• Management training or equivalent experience
• Senior administrative experience
• Advance Excel training

Experience

Essential criteria

• Knowledge or experience of complex clinic or booking management
• Staff management experience
• Able to work independently and as part of a team
• Ability to work to and achieve tight deadlines
• Ability to liaise internally and externally to the department
• Recent experience of working in an acute healthcare setting.
• Experience of working with multidisciplinary teams
• Experience of working with the public
• Experience of administering meetings

Knowledge & Skills

Essential criteria

• Ability to work on own initiative using evidence and experience to inform safe decision making.
• Strong problem solving skills
• Proficient in using in-house I.T systems developed for Healthcare use
• Proficient in Microsoft Word and Excel Office packages
• Experience of developing and supporting administrative/ clerical systems
• Able to monitor and assess information/data
• Ability to Line-manage on a day to day basis the admin support assigned to this post
• Able to communicate effectively
• Evidence of continuous personal development in or willingness to develop in I.T Systems
• Awareness of confidentiality issues
• Knowledge of budget management

Desirable criteria

• Proficient in Microsoft Access and Power Point
• Knowledge of database packages and evidence of practical experience.
• Familiar with Cancer Waiting Times targets

Personal Qualities

Essential criteria

• Ability to plan own workload, work well under pressure and meet deadlines
• Willingness to learn
• Motivated
• Hard working
• Good Interpersonal Skills and the ability to communicate with personnel at all levels of the organisation and to challenge progress against timelines
• Normal working hours with occasional flexibility over working hours (e.g. ability to attend early morning/evening meetings)
• Flexible to meet the needs of the service
• Ability to work under pressure with changing priorities in a calm and professional manner and delegate as appropriate
• Ability to lead and motivate team members

We reserve the right to close the post before the stated closing date, please apply early. We do not contact applicants with the outcome of the shortlisting. If you have been shortlisted, you will receive an invite to an assessment day or interview.

As a local employer and anchor institution we work closely with our community to recruit locally and we welcome applications from the widest variety of people to ensure our workforce are reflective of the local communities which we serve. We encourage all suitable candidates to apply including if you are Black, Asian or other ethnic minorities, live with a disability (visible or not) or are LGBT+. We have a number of active staff networks including Disability, LGBT+, Multicultural Inclusion and Women's staff networks to bring staff together and celebrate diversity across our whole workforce.

Please note, not all roles will meet the criteria for a skilled worker visa.

Employer certification / accreditation badges

Applicant requirements

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.

Documents to download

• Chemotherapy-Day-Unit Co-ordinator Team Manager (PDF, 258.0KB)
• Working at LGT (PDF, 4.2MB)