Proton Beam Therapy Administration and Bookings Team Manager

Proton Beam Therapy Administration and Bookings Team Manager NHS AfC: Band 6

Main area Radiotherapy Grade NHS AfC: Band 6 Contract Fixed term: 12 months (Limited Funding) Hours Full time - 37.5 hours per week Job ref 309-UCLH-7973-A

Site University College London Hospital Town London Salary £47,951 - £56,863 Per annum inclusive of HCAS Salary period Yearly Closing 23/06/:59

Job overview

UCLH is one of two national Proton Beam Therapy (PBT) centres for the UK. The PBT department is situated in the Grafton Way Building. The PBT department will see around 650 NHS patients and approximately 200 privately funded patients per annum. The service mainly treats tumours of the Central Nervous System, head and neck cancers and spinal/pelvic sarcomas. Paediatrics, and teenage and young adults, make up approximately one third of the patient cohort.

This post offers a unique opportunity to play a key role in the proton beam therapy service at UCLH. The post holder will be responsible for managing the PBT administration and clerical team which includes a bookings team, PBT pathway co ordinators and receptionists/concierge. With strong leadership skills, the post holder will manage and support the team in order to provide high quality administration service to all patients, carers and referring practitioners accessing PBT services. The post will support the delivery of performance targets including activity, Cancer Waiting Times, governance and workforce. The post holder will be responsible for developing patient pathway guidance documents and will take the lead on specific patient pathway service development projects including liaising with externally referring trusts. Furthermore, the post holder will play a key role in meeting PBT service objectives.

Main duties of the job

The post holder will be responsible for supporting, evaluating and leading the PBT administration and clerical team to provide a quality service which is efficient and provides high levels of user satisfaction. They will act with autonomy for day-to-day management of the administration staff within their remit and will lead and mentor non-clinical staff to ensure an excellent level of customer service.

The post will support the delivery of performance targets including activity, Cancer Waiting Times, governance and workforce.

The post holder will be expected to form strong working relationships with the Operational Lead for PBT, the Technical Lead Radiographer for PBT, the Pre-treatment Lead Radiographer and site specialist radiographers. They will also liaise closely with patients, carers and external Trusts and GPs.

Detailed job description and main responsibilities

• Responsible for the day-to-day management of administration and clerical activities, including PBT bookings and pathway coordination, reception/concierge activities and data management.
• Leading and supporting the team in order to provide a high quality administration service to all patients, carers and referring practitioners accessing PBT services.
• Supporting the delivery of performance targets including activity, governance and workforce, and others as applicable.
• Achieve improvement in process and patient outcomes through excellent human resource, communication, performance management, and leadership of change management.
• The post holder will be responsible for developing patient pathway guidance documents and will take the lead on specific patient pathway service development projects including liaising with externally referring trusts.
• The post holder will play a lead role in meeting both the Cancer Division and PBT Service objectives and the strategic corporate objectives of the organisation.
• The role will also focus on the development and implementation of projects as required.

Person specification Knowledge and Qualifications

• Educated to degree level or equivalent level experience

Experience

• Previous managerial experience in a large and complex organisation, preferably the NHS
• Proven experience in service improvement and development
• Proven experience in effective monitoring of national NHS target compliance
• Proven experience in effective management and leadership of staff
• Proven experience in service planning and in the development and effective implementation of complex operational plans
• A proven record of success in managing change while also developing and maintaining high standards of quality in cancer care

Skills and Abilities

• Excellent staff management skills including performance management and training
• Excellent written and verbal communications skills including the ability to communicate at senior levels within an organisation
• Ability to communicate effectively with patients and staff on all levels
• The ability to both work co-operatively with other management teams of the Trust and to develop effective working relationships within the directorate
• Strong negotiation and influencing skills with ability to motivate and engage individuals and teams
• Quality focussed with an innovative approach and the ability to solve complex problems
• A strong understanding of multi-disciplinary issues and commitment to multi-disciplinary working
• Excellent IT skills and proven ability to lead, manage and support staff in complex IT systems
• Ability to identify areas for service development and implement changes
• Ability to operate effectively under pressure, self-motivate and use own initiative
• Ability to negotiate and influence staff at all levels in the organisation including medical staff
• Ability to adapt rapidly to work with different services and teams, showing flexibility in thinking
• The ability to both work co-operatively with external service providers and to develop effective working relationships

Other requirements

• Evidence of political awareness and sensitivity to the high profile of the Trust
• Demonstrate a knowledge and understanding of current issues and practices within the NHS
• Understanding of Trust diversity and equality policies
• Understanding of confidentiality and the Data Protection Act

At UCLH, we have a real 'One Team' ethos, and our values - safety, kindness, teamwork and improving, are central to the way we work.

At UCLH we take equality of opportunity seriously and are committed to being a diverse and inclusive employer, with a culture that creates a real sense of belonging and trust. It is our fundamental aim, to recruit, retain and promote a diverse mix of people who are representative of our local communities. Applications are encouraged from candidates of all backgrounds, cultures, and perspectives to support our world class research, innovation and creativity.

• We offer our permanent staff an interest free season ticket loan for travel, all our staff have access to free independent and confidential support, large retail discounts, a staff discount platform, cycle to work scheme and on-site accommodation to name a few.
• UCLH Arts and Heritage's staff wellbeing programme, Creative Comfort, offers a variety of ways to engage with the arts as a member of UCLH staff. You can try out the weekly choir, weekly art club and join the Culture Club for exclusive access to free and discounted tickets for opera, exhibitions, theatre and more.
• We recognise, reward and thank colleagues by nominating them for our annual Celebrating Excellence Awards, which are funded by UCLH Charity.
• We are also members of which offers discounts on high street retail stores, offers on travel deals, and also to take advantage of cash back schemes.

You must already have the right to work in the United Kingdom or fully meet the eligibility criteria for sponsorship under the Skilled Worker visa route. We welcome applications from candidates who require visa sponsorship; however, we can only consider these where all UKVI requirements are met. Before applying, please ensure that both you and the role satisfy the relevant UK Visas and Immigration (UKVI) points based system criteria, as applications that do not meet these requirements cannot be progressed. For more information about the criteria, please click here.

Employer certification / accreditation badges

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.