Proton Beam therapy Scheduler inManchester inManchester PUBLISHED FRI 10 JAN 2025

An exciting opportunity has arisen for the position of a scheduler in the proton beam therapy (PBT) team. The scheduler's primary responsibility is to facilitate the booking of complex proton pathways and all relevant patient appointments within the proton therapy centre. The scheduler acts as a team leader for the day to day management of the band 3 clinical support workers (CSW) and band 2 receptionists.

The post holder will need to have a flexible attitude to work with the ability to adapt to various duties when the service requires and will also need to demonstrate a willingness to work various shift patterns to suit the service.

Fixed term of 12 months starting March 2025.

34 hours over 4 days, Monday as day off. Covering a range of shifts. Examples include 7am-4pm, 8am-5pm or 9am-6pm. Occasional weekend work.

Flexible working of the hours will be considered. Please contact to discuss or for further information.

The post holder is a core member of the bookings team and should be able to work using their own initiative dealing with a variety of scheduling issues and tasks, often under time constraints and will need the ability to cope well under pressure. Applicants should have excellent IT skills as the post requires knowledge and understanding of numerous computer systems including Careflow, Oncology Management Systems (Aria and Mosaiq) and Christie clinical Web Portal.

This post holder will attend multi-disciplinary team meetings and liaise with external businesses, the individual will require excellent communication skills, to work alongside a diverse range of professionals within the department and across The Christie network.

They will be required to provide support to other scheduling team members and leadership assisting in the management of CSW and receptionist teams including performance development reviews, absence monitoring, training and mentorship.

Applicants should be highly motivated, organised, methodical, proactive and able to work independently and also as part of a close-knit, friendly team.

About us

DUTIES AND RESPONSIBILITIES

Communication Skills

• Communicates with a variety of staff including radiographers, nurses, theatre practitioners, doctors and clinical support workers to ensure timely and accurate appointment scheduling
• Communication non-clinical advice with patients and carers regarding appointments
• Provides and receives complex information and uses persuasive and empathetic skills to resolve issues relating to service issues as well as patient matters
• Liaises with the multi-disciplinary team to ensure that adequate information and support is available to patients
• Liaises between all Christie radiotherapy centres, internal and external stakeholders such as Royal Manchester Childrens Hospital, as appropriate
• Contact patients by phone regarding appointments

Knowledge, training and Experience

• Data input, including new patient registration
• Uses knowledge of Integrated Clinical Information system for case note tracking and collating of data for referrals
• Plans workload and ensures all bookings are processed. Requires adjustment of plans in response to demand and changed circumstances
• Required to create reports from booking system as appropriate
• Books patient transport and accommodation where applicable and deals with transport queries
• Uses knowledge and experience of services and the department oncology management system to ensure the appropriate allocation of resources in order to manage capacity on treatment machines and within the department
• Complies with policies, procedures, rules, regulations and departmental protocols

Personal Skills

• Liaises with the multi-disciplinary team to ensure that adequate information and support is available to patients and staff

Planning and Organisation

• Plan and manage their workload, prioritising as and when appropriate
• Triage and manage booking forms and key worker forms for both simple and complex booking and scheduling of planning and other appointments across range of disease sites
• Use both oncology management systems and Medway to ensure all appointments are recorded on correct system
• Ensure all referrals are appropriately recorded on appropriately
• Assessment of data and quality reports in order to ensure all referrals are appropriately recorded in Medway and any irregularities are appropriately managed
• Ensuring accurate recording of treatment and planning data

Responsibilities

• Support and deputise for radiotherapy admin manager
• Management of Band 3 support workers including performance development reviews, absence monitoring, training and mentorship
• Contribute to service development and improving practices and implements policy in own
• Clerical support for all clinics in the proton centre, including AHP services
• Cover the reception desk as needed, answering internal or external telephone calls
• Maintain accurate patient details in the Christie patient systems, following the correct procedures for recording of information to ensure information are up to date for future reference and complies with the data protection act
• Provide continuity of support during the absence of other clinical support workers
• Provide continuity of support within the Proton Beam Therapy scheduling team
• Error reporting for designated area
• To handle calls from anxious patients and relatives using skill and discretion; to take message for clinical staff and give appropriate non-clinical information
• Ensures that is patient or carer relays information that requires action by a health professional that this is relayed timely to the appropriate team or person

Human Resources Responsibilities

• Line management of radiotherapy clinical support workers and receptionists within their designated area
• Recruitment and selection of band 3 clinical support workers and band 2 receptionists
• Participate in induction and monitoring of probation period of new staff

Freedom to Act

• Works within standard operating procedures, local practices and policies. Works independently with supervision rather than being directly managed

Effort

• Physical effort: Patient transfer and manual handling tasks as required
• Mental effort: may be frequent interruptions to flow of work e.g. telephones to answer.
• Emotional effort; type of clinical information, particular for children and younger patients may be distressing

Working conditions

• Lengthy times at VDU
• Working hours must be flexible to the needs of the service, this may include working weekends
• May be expected to participate in all shift patterns

Teaching/Training

• Attends all relevant mandatory training courses
• Maintains own personal development
• Participate in relevant training, meetings and work at The Christie Withington site and other satellites within the network as required
• Assists in the training and/or orientation of clinical support worker, receptionist and any other students
• Ensure identification and access to appropriate training for clinical support workers and receptionists
• Assessment of training needs of clinical support workers and receptionists