Radiotherapy Department Administrator (XN04)

Posting date:	31 December 2025
Salary:	£27,485.00 to £30,162.00 per year
Additional salary information:	£27485.00 - £30162.00 a year
Hours:	Full time
Closing date:	21 January 2026
Location:	Leeds, LS9 7TF
Company:	NHS Jobs
Job type:	Permanent
Job reference:	C9298-ONC-0605

Summary

To support the senior radiotherapy team in the operational management of radiotherapy services by co-ordinating day to day administrative and secretarial functions. The postholder will also provide a comprehensive service to the clinical management team in co-ordinating department performance data which includes proactively managing and tracking all cancer patients for cancer target pathways ensuring that care is co-ordinated and ensuring that key events are tracked and communicated to the appropriate clinical management staff within the CSU. The radiotherapy department delivers treatment care packages to approximately 7,500 patients with cancer per year. As the radiotherapy department administrator you will be expected to support the radiotherapy team, of some 170 staff, with the appropriate administrative and secretarial support functions, ensuring stated deadlines are met. You will provide support to staff at many levels to ensure the smooth and streamlined operation of the departmental administrative functions. The postholder will also act as a liaison contact for all the disciplines involved in the radiotherapy process. The postholder will co-ordinate the Radiotherapy Cancer Waits Targets (CWT) of the patient pathway within the CMT for radiotherapy. The postholder will be responsible for maintaining the cancer database pertinent to those CWT patients for radiotherapy within the CMT and for ensuring that information and systems relating to the tracking and monitoring on the system are updated on a daily basis. The postholder will ensure that they conduct their responsibilities in line with the Trust Cancer Team and departmental policies relating to the management of cancer patients. To be expected to use initiative in order to achieve the expected results as defined by departmental policies and regulations. The post holder should use their discretion to take action whilst accepting and utilising guidance from peers. 7. CORE BEHAVIOURS AND SKILLS The post holder will be honest, reliable & professional and demonstrate the behaviors outlined by the Trust. The postholder is expected to work as part of the radiotherapy team and to reach the goals set by the Operational Head of Department. They are expected to be flexible and open to new ideas and ways of working. They will be expected to be able to work on their own and seek out opportunities for appropriate involvement. The postholder will be expected to relate well to people at all levels. They will be expected to use their initiative to appropriately act on, resolve and refer issues within their remit. They should actively learn from experience of what does and does not work in relation to their role. 8. CORE KNOWLEDGE AND UNDERSTANDING A basic understanding of the cancer pathway is required. Postholder must develop an understanding of Trust and national standards / targets applicable to radiotherapy, this includes knowledge of the NHS Cancer Plan, knowledge of the national cancer guidance and national cancer standards (waiting targets). Postholder must develop knowledge of key Trust information systems and the ability to navigate these in the implementation of duties in tracking patients (e.g PAS, PPM) and input data into them on a daily basis for network wide MDT co-ordinators and the Cancer Centre to act on. Postholder is expected to design and maintain excel spreadsheets for the purpose of tracking target patients and keeping records of target breaches and the reasons for the breaches. 9. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY Comprehensive Secretarial and Administrative Support Provide a professional, friendly and competent central contact point for both staff and external agencies Appropriately deal with patient enquiries, either verbally , in writing or by email Organise functions/meetings/conferences (venues, catering, travel etc) Provide full secretarial support to the senior management team (includes minute taking, diary systems, writing letters for HoD as and when required) Responsible for maintaining stock control (of stationery). Facilitate effective communication between team members and other key staff. Design data bases, spreadsheets, graphs and reports as required and keep them updated. Produce routine departmental statistics for use in service monitoring and for wider publication from existing and identified sources. Be responsible for the routine distribution of validated data. Responsible for dealing with charitable donations of either cash or cheques. Responsible for ordering stationery and ensuring stock levels are appropriate. Liaise with key staff regarding the departmental information/ statistics including information teams within the service directorate, cancer units and network. Undertake appropriate administrative projects to support the service development work of the senior team including clinic audits. Maintain confidential personnel files and associated databases for a team of 170+ radiotherapy staff. Prepare reports as required Prepare and update a database of departmental staff and student attendance e.g. sickness, annual and study leave. Prepare routine reports and highlight trends to senior management team Distribute and collect personal dosemeters quarterly, hospital wide. Receive dose reports from badges and ensure all designated staff are regularly monitored. Check reports and instigates any necessary action. Undertake administration of staff recruitment, promotion, resignation etc (includes inputting adverts onto NHS jobs website, managing application forms, references, CRB checks, organising interview dates, dealing with candidate queries and completion of relevant paperwork). Assist the senior team in identifying means of monitoring the activity and quality of the service provided. Identify trends as appropriate. Maintain an awareness of service development and contribute to the implementation of change. Carrying out additional duties as requested by the Head of Radiotherapy or management team, commensurate with the grade of the post Cancer Waiting Times Proactively manage patients on the cancer pathway in order to meet national cancer waiting time standards. Liaise with consultants, their secretaries and other key Trust staff to ensure the delivery of a co-ordinated and consistent tracking service and information system for patients on the cancer pathways. Postholder will need negotiating skills to ensure that secretaries, MDT co-ordinators and clerks understand the reasons why patients appointments may need to be changed to meet cancer waiting time (CWT) targets Responsible for monitoring of the patients progress through the various aspects of the pathway ensuring that daily monitoring is carried out to ensure key trigger and escalation points are checked and adhered to. Responsible for timely preparation of information for weekly CMT performance meetings. Responsible for identifying breaches from the tracking system in accordance with cancer wait guidance. Breaches need reporting to the HoD and the CMT business manager on a weekly basis. Keep records of all breaches and the reasons why.