Oncology Booking Clerk

Contact information

Taran Kaur - [email protected] - Directorate Support Manager

Sian Hansen - [email protected] - Patient Service Manager

About the role

The post holder will provide administrative and reception service support to facilitate the patient pathway. The post holder will work flexibly across sites to provide a booking service, process clinic changes, process day case procedure administrative booking and coding, process of referrals as well as undertaking a range of general admin tasks.

The post holder will build and maintain close working relationships across the clinical administrative teams, using Standard Operating Procedures (SOP’s) to ensure functions of the role are carried out correctly and within given timescales.

The post holder will ensure accurate data recording using the Patient Administration System (PAS), and other informational systems such as; ICE, CITO, Chemocare, PPM and PPM+ and via the use of Patient Tracking Lists (PTLs) book outpatient and day case events in accordance with clinical instruction and national/local waiting time target dates. Will support the Patient Access Team Leader to deliver a professional and efficient patient focused appointment booking service in accordance with Trust policies and standards. This requires a high level of customer care often communicating with distressed and anxious patients and relatives in a sensitive and empathetic manner.

Please note the interview date maybe changed.

Main Duties

Liaise as appropriate with clinicians and clinical administration teams to ensure correct recording of patient pathways.

Using Patient Target Lists (PTLs), proactively monitor waiting lists to ensure patients are appointed in line with clinical instruction/national/local waiting times, escalating where capacity does not allow.

Allow early opportunity to escalate capacity issues in accordance with SOP

Ensure appropriate administrative actions for activity outcomes in line with clinical instructions and SOPs; this includes accurate recording of Referral to Treatment (RTT) codes, clinical activity, treatment information and system discharges

Provide a professional, sensitive, and courteous central call service for appointment and pathway enquiries, acting in line with policy and associated SOPs.

Book, cancel and re-arrange scheduled appointments in line with clinical instructions and SOPs, liaising with other members of clinical administration teams such as clinical areas and the booking team where appropriate.

The post holder will be responsible for proactively managing internal appointment requests via the Order Comms System (ICE), rolling on the referrals to the appropriate Clinician and understanding the requirements stated on the form by utilising the patient episode screen.

Essential person specification requirements

Qualifications

Good general education to include CSE or GCSE in English Language and Maths (A-C grade) or equivalent/experience

IT skills qualifications; CLAIT or ECDL computer course

NVQ 3 in Business Administration or equivalent experience

Experience

Experience of working with multiple computer software programmes such as Microsoft Office and Customer Relationship Management systems

Working within a multidisciplinary team

Experience of working in a customer service environment

Excellent communication skills to overcome barriers of understanding

Working in a demanding and fast paced environment and ability to cope with regular interruptions and changes to work priorities

Experience of collating data

Ability to organise self, working to deadlines and ensuring quality standards.

Experience of scheduling / coordination activities and/or resources.

Be part of MY team

We are an acute trust caring for over one million people in Wakefield and Kirklees. Our 10,000 staff work in patients’ homes, the community, and our three hospitals in Pontefract, Dewsbury, and Pinderfields (Wakefield). We prioritise our people and values so we can deliver the best possible care to patients. Our team is friendly, passionate, and innovative, always seeking better ways to work.

We support work-life balance and foster a diverse, inclusive environment where everyone belongs. Our staff networks offer safe spaces to share ideas and concerns so we can increase awareness and appreciation of equality, diversity, and inclusion. We welcome applicants from all backgrounds and especially encourage members of the LGBTQ+ community, ethnic minority groups, and people with disabilities or neurodivergence to apply, as they are currently underrepresented in the Trust.

If you value caring, high standards, improvement, and respect, join the MY team to make a difference every day.

Application guidance:

We understand that more applicants are using artificial intelligence (AI) technology to help with their applications. While these tools can be useful, they cannot fully capture your skills, knowledge, and experience. It’s important that you personalise your application. Relying solely on AI is not recommended, as it may reduce your chances of success. Our screening process is thorough, so if you have used AI, please make sure to disclose this on your application form.

Application tips:

If you need help with your application, take a look at the tips on our careers site.

Our benefits

Access to the NHS pension plan

Generous holiday allowance of 27 days plus bank holidays, increasing with 5 and 10 years of service

Exceptional employee health and wellbeing services

Extensive benefits and support, including:

• Onsite nurseries and childcare salary sacrifice scheme
• Home electronics scheme
• Cycle to work scheme - subject to eligibility criteria
• Car lease salary sacrifice scheme - subject to eligibility criteria
• Working carers support and advice, carers network and carers passport
• Flexible working options and family and carer-friendly policies
• Established staff networks, including LGBTQ+ and Race Equality
• Career progression, training and support
• Skilled worker sponsorship
• You can find out more about skilled worker and health and care visas on our careers site.