Radiotherapy Receptionist and Planning Coordinator

This post offers a unique opportunity to play a key role in the Radiotherapy service at UCLH at an exciting period of its development. The postholder will play a key role in providing a good service to patients. They will be responsible for checking patients in for their appointment, updating them on any delays and outcoming appointments. They will also be responsible for booking interpreters and transport when required.

The department sees about 2000 new patients and administers over 3000 new courses of radiotherapy treatment per year. There are 26 NHS clinical oncologists covering all cancer specialties. The department delivers radiotherapy services for a broad spectrum of cancers which include a wide range of common cancers as well as specialist treatments including a paediatric and adolescent workload, brachytherapy and isotope work, total body irradiation and sarcoma radiotherapy. Many of the patients will be coming in daily for a five-to-six-week period, so they will be able to get to know them, and help them feel at ease within the department. The successful applicant will therefore need to have good communication and customer service skills. This position will also have a strong focus on delivering an excellent patient experience.

Job description

For the full Person Specification and more information regarding the main responsibilities of this role, please refer to the attached Job Description.

Summary of Key Responsibilities

Patient Registration & Data Accuracy Register patients on EPIC and ARIA, ensuring all information is accurate, consistent, and regularly updated. Verify patient details through questionnaires and direct confirmation to maintain high data quality.Case Notes & Information Management Request, retrieve, track, and file medical casenotes using the Carecast system. Maintain organised departmental filing and ensure secure disposal of confidential information in line with Trust policy. Locate and print patient test results from EPIC when required.Transport, Interpreter & Accommodation Coordination Arrange patient transport, ensuring correct booking details and promptly communicating any changes. Liaise with transport teams and patients to resolve issues and maintain a database of aborted journeys for audit purposes. Book interpreters for clinics, support them on arrival, and sign required documentation. Facilitate accommodation bookings, liaising with hostel and admissions staff and keeping patients informed of access procedures.Clinic & Appointment Administration (Within RT Department) Record all radiotherapy attendances and outcomes on EPIC to ensure accurate activity reporting and income generation. Provide clerking support for outpatient review clinics, including booking appointments, completing attendance forms, and arranging transport or special requirements. Deliver reception support for adhoc clinics as needed.Clinic & Appointment Administration (Outside RT Department) Book outpatient appointments on EPIC following treatment episodes, ensuring correct clinic allocation and noting any interpreter or transport needs. Arrange appointments with external hospitals by phone and ensure patients receive full details, including appointment letters where required

Come and be a part of the best NHS trust in England to work for, according to our staff*

* UCLH top trust to work at in England - In the most recent NHS staff survey UCLH had the highest percentage of staff who said they would recommend us as a place to work, out of all general acute or acute/community NHS trusts in England for the third year in a row.

UCLH recognises the benefits of flexible working for staff To find out more, visit: Flexible working.

To discover more about what makes UCLH a great place to work, visit: Why Choose UCLH?

Person specification

Knowledge & Qualifications

Essential

• Educated to GCSE and A level standard or equivalent
• Excellent IT skills including good working knowledge of MS packages

Desirable

• Willing to undertake further training

Experience

Essential

• Relevant previous experience of administrative work either within the NHS or in other institutions
• Experience of administration work including emails, scanning and outpatient setting work

Desirable

• Work experience within cancer services including working with cancer waiting times and patient cancer pathways

Previous experience of hospital based systems or other in-house database systems (although training will be given)

Skills & Abilities

Essential

• Ability to speak, read and write English clearly
• To demonstrate skills in the use of: oMicrosoft Word Excel oE-mail / Electronic Diary oInternet/Intranet Access oScanning and document management oProven track record of working under pressure to strict deadlines. oAbility to prioritise effectively

Communication

Essential

• Effective communication skills at all levels both within the Trust and beyond

Personal and People Development

Essential

• Experience of working as a team member
• Ability to help and support the team with training and development as needed
• Experience in supervising or managing self

Responsibilities towards promoting Equality Diversity and Inclusion

Essential

• Demonstratable understanding of the Equality, Diversity, and Inclusion
• Knowledge of the NHS obligations under the Equality Act 2010 and the Public Sector Equality Duties

Specific Requirements

Essential

• Be able to work various shift patterns (between 8am and 8pm) to cover the service need of the department, including some bank holiday work and weekend work when required
• Work on site 5 day a week in the Radiotherapy Department

About the employer

University College London Hospitals NHS Foundation Trust (UCLH) is one of the most complex NHS trusts in the UK, serving a large and diverse population. We provide academicallyledacute and specialist services, to people from the local area, from throughout the United Kingdom and overseas. Our vision is to deliver top-quality patient care, excellent education, and world-class research.

We provide first-class acute and specialist services across eight sites: