We are seeking an organised, proactive individual to manage the operational delivery of the Radiotherapy Bookings team. This key role ensures an efficient, effective and patient focused service, supporting smooth navigation of the patient pathway and coordinating multi team projects.
You will oversee day to day operations, maintain a high quality, patient centred service and support collaborative work across clinical and administrative teams. The role involves liaising directly with patients, carers and professionals including Medical staff, Radiographers, Physics and Operational Management. Working closely with the Radiotherapy Administration Manager and Radiotherapy Business Manager, you will help deliver departmental strategy and meet key performance targets.
The successful candidate will be adaptable, willing to learn, open to change and flexible across the team, helping to maintain high standards of patient care, communication, privacy and safety in line with Trust policies
The Radiotherapy Bookings Manager will operationally manage the bookings team within the Radiotherapy Department. They will work closely with the Radiotherapy Business Manager to ensure that the strategic business unit service meets and achieves national performance indicators i.e. cancer waiting times, all quality, activity and financial targets and indicators.
To participate in project groups, providing project support and co-ordination and contributing to help shape the future administration pathways within the department and development of service.
The post holder will be collaboratively work with the Radiotherapy Administration Manager to ensure the effective operation of the Radiotherapy Administration team (bookings and admin) and is responsible for the strategic running of administration services.
The post holder will be required to cross cover for periods of absence (such as annual leave or sickness) for the Radiotherapy Administration Manager.
The post holder will be required to work flexibly; by supporting the needs of the service and be aware that the radiotherapy service is open from 8 am until 7 pm, with the booking team being available from 8 am – 5 pm. They will be aware that occasional work outside of these times and during weekends or public holidays will be required.
The role includes attendance at both the Royal Surrey County Hospital in Guildford and the East Surrey Hospital in Redhill.
Royal Surrey is a compassionate and collaborative acute and community Trust. Recognising that our 5,000 colleagues are our greatest strength, we offer a comprehensive health and wellbeing programme alongside a strong commitment to developing your career. Our diverse and welcoming Royal Surrey family ensures you feel valued from your initial interview and throughout your time with us.
We are clinically led and provide joined-up care by bridging hospital and community services, alongside delivering regional specialist cancer care. Our main acute hospital site is in Guildford, with community sites at Milford, Haslemere and Cranleigh, and services delivered in patients’ homes across Guildford and Waverley.
We work in partnership with Ashford & St Peter’s Hospitals NHS Foundation Trust through a collaborative Group Model, supporting joined-up services, workforce flexibility and development opportunities.
The Care Quality Commission (CQC) has rated us as Outstanding. We are proud of our achievements and continue to invest in our people and infrastructure.
To learn more about life at Royal Surrey, please watch our short video: https://www.youtube.com/watch?v=R96pMboIYdo
Adverts may close early, so you are encouraged to apply as soon as possible.
The Bookings Manager will line manage the Radiotherapy Patient Pathway Coordinators and Radiotherapy Administration Officers in their bookings related duties to provide efficient department wide cover.
The post holder will support the Radiotherapy Business Manager in setting and achieving objectives and to ensure the department meets and key performance indicator are met.
The post holder will provide day to day support to aid the smooth running of the department bookings team co-ordinating bookings cover across RSFT radiotherapy sites.
The post holder will be required to develop links with other radiotherapy
providers for the acquisition of previous treatment details.
Provide professional leadership and support to the bookings and administrative functions within the radiotherapy.
Key Tasks:
Managing the radiotherapy bookings team including carrying out regular
performance reviews and ensuring statutory and mandatory training is up to date.
Acting as an Appointing Officer, including being responsible for recruitment and selection decisions (e.g. shortlisting, appointments and approval of references).
Manage rotas to ensure the service is covered, including managing the annual leave arrangements of the relevant staff.
Conducting Return to Work Interviews and managing the long-term sickness absence profile of the Administration team.
Demonstrating their own activities to other employees or to students. This will relate to the post holder’s normal area of work.
Developing and implement competencies and work stream pathways.
Ensuring that all employment records are up to date.
Complying with all Trust policies and relevant legislation and ensure that team are aware of and understand policies.
Ensuring that the appropriate levels of bookings staff are available within the bookings team so that all necessary operational tasks can be undertaken, ensuring service is covered.
Conduct appraisals ensuring the staff member is made aware of the Trust’s expectations and offering support regarding personal and career development.
Manage performance, capability and disciplinary processes for team members.
Engaging the bookings team with service improvement changes, implementing process improvements across the team, working closely with radiotherapy management, radiotherapy planning and external trusts to achieve successful implementation of processes. Persuasion, motivation and re-assurances skills may be required.
- roviding advice and instruction on the department specific booking system to new members of staff.
- eveloping and maintaining effective communication and decision-making systems within the Trust and with external agencies, maintaining confidentiality and preserving the Trust’s reputation.
Leading regular Team Meetings.
Model effective leadership through personal behaviour.
To be conversant with the operational aspects of any computer system/database which may be required and to become familiar with the hospital’s Millennium EPR patient administration system.
- nterpreting referral information and analyzing which of the clinical
protocols/pathways available are the most appropriate for the given patient.
Liaising with the appropriate Radiotherapy Operations Manager when
coordinating an urgent referral booking.
To co-ordinate the radiotherapy bookings team with day-to-day operations prioritising work streams to ensure effective use of resources.
Communicating with patients via one-to-one, face-to-face meetings, or via the telephone, whilst making appointments or working on the Radiotherapy Reception desk. All of which require the post holder to be receptive to the concerns and mood of the patient.
Act as a chaperone for colleagues if this service is requested by a patient.
- ead in the current assessment and future bookings/administrative needs including the structure of services, forward planning, cover for absence and assessment of the needs for staff training and skills mix within the bookings team.
Liaising with a wide range of health service personnel including those at a senior level to ensure effective service provision.
involving staff in decision making.
Developing and maintaining effective communication at all levels across the team, organisation and externally when required to facilitate the effective function of the radiotherapy bookings team.
To be the first point of contact for any query not resolvable by the radiotherapy bookings team and to take a proactive lead in customer service and communication.
Acting as an investigating officer where appropriate in line with the Trust’s disciplinary and grievance procedures, where interactions with staff members may be complex, contentious or require high levels of sensitivity.
Assist the Radiotherapy Manager in the monitoring and achievement of national and locally agreed standards relating to radiotherapy. This includes the National Service Frameworks and development of services in accordance with indicators as outlined by the DOH, the CQC and NHSLA.
Responsible for ensuring that a compilation of operational standards and staff competencies are developed and maintained for the bookings team including policy implementation.
To write, review and keep up-to-date policies, documents, training guides and introduce developments within the bookings team to aid effective work procedures.
Undertake surveys or audits, as necessary, within their own work environments, e.g. to test effectiveness of new procedures and complete surveys, e.g. staff surveys.
Ensure auditable processes are in place to benchmark team performance.
Managing an audit programme for radiotherapy bookings/administration.
To be guided by established departmental and Trust policies, good practice,
established precedents and understands what results or standards are to be achieved. The post holder will be managed but will not receive day-to-day supervision and will have freedom to act within the department’s established parameters.
