Job summary
The post holder is responsible for working in an administrative capacity to support the efficient operation of call/ recall and failsafe functions within the Screening Division.
The post holder will be recruited to support the administration requirements of screening programmes within the region. The main duties and responsibilities are outlined below for a particular screening programme while the competency requirements are necessary to meet the duties and responsibilities of all screening programmes.
The post holder will be required to operate the information system to accurately process invitations, appointments and results in line with programme policies and procedures. The post holder will need to be part of the validation process in ensuring that participants are managed appropriately and will be responsible for recording correctly coded information and updating manual and computerised data systems relating to results and patient outcomes. The post holder will also be the first point of contact for participants wishing to change their screening appointment and/or general queries with regard to the screening process.
Main duties of the job
An opportunity has arisen for a highly motivated and competent part-time Screening Pathway Administrator to provide comprehensive administrative support and excellent customer service within the Llandudno Screening Office. This is a permanent post.
You will have previous administrative experience in a customer service environment and possess excellent communication skills both on the telephone and face-to-face. You must have good organisational skills, able to work under pressure, prioritise workloads and work to deadlines. The ability to work successfully as part of a team is essential for this role and you must be comfortable liaising with staff at all levels.
This is a busy role and attention to detail is essential, you will need to have a flexible approach to work and be able to maintain accuracy while dealing with many interruptions.A working knowledge of Microsoft packages including Word, Outlook and Excel is required.
The ability to speak Welsh is essential for this post.
About us
We are Public Health Wales - the national public health organisation for Wales. Our purpose is 'working together for a healthier Wales'. We exist to help all people in Wales live longer, healthier lives. With our partners, we aim to increase healthy life expectancy, improve health and well-being, and reduce inequalities for everyone in Wales, now and for future generations.
Together, our teams work to prevent disease, protect health, and provide leadership, specialist services and public health expertise. We are the main source of public health information, research and innovation in Wales. Never more has public health been so important as we come through the Coronavirus pandemic, face the challenges of the cost-of-living crisis and tackle and prevent the harmful effects of climate change.
Our organisation is guided by our Values, 'Working together, with trust and respect, to make a difference'. We are committed to creating an inclusive workplace that values equality, diversity and inclusion. We welcome applications which represent the rich diversity of the communities we serve and from those wishing to work part time or on a job share basis.
To find out more about working for us and the benefits we offer please visithttps://phw.nhs.wales/careers/
For guidance on the application process, please visithttps://phw.nhs.wales/working-for-us/applicant-information-and-guidance/
Job description
Job responsibilities
Main Duties and Responsibilities (BTW)
All screening pathway administrators must be able to maintain competence in the core duties but may be requested to undertake non-core duties as part of their role.
Core duties
- Reception duties at screening, assessment and result clinics
- Dealing with phone calls from members of the public, processing change of appointments and dealing with general queries
- Liaising with other screening departments with regard to breast screening records
- Liaising with external contacts such as GPs and Shared Services Partnership employees with regard to breast screening records
- Operating the National Breast Screening Service (NBSS) information system to create clinics, process invitation and result letters and manage failsafe processes.
- Processing undelivered returned mail and dealing with change of addresses
- Auto mailing and franking of mail
- Filing
Non-core duties
- Inputting incident information onto DATIX
- Administration support to the centre
- Other administration work consistent to the Banding as the programme develops
Main Duties and Responsibilities (WAAASP)
All screening pathway administrators must be able to maintain competence in the core duties but may be requested to undertake non-core duties as part of their role.
Core duties
- Working with the Regional Co-ordinator to set up clinic information on ASIMS
- Processing invitations for screening and surveillance appointments
- Dealing with appointment changes and general queries over the telephone form men and members of the public
- Preparing clinic paperwork and disks for screening clinics
- Uploading result information and images from screening clinics
- Processing clinic information to update ASIMS
- Issuing result information to men, GPs and other health professionals
- Supporting the Regional Co-ordinator with referrals to medical imaging department or referrals for treatment
- Processing key failsafe checks
Non-core duties
- Inputting incident information onto DATIX
- Administration support to the Regional Co-ordinator
- Other administration work consistent to the Banding as the programme develops
Job description
Job responsibilities
Main Duties and Responsibilities (BTW)
All screening pathway administrators must be able to maintain competence in the core duties but may be requested to undertake non-core duties as part of their role.
Core duties
- Reception duties at screening, assessment and result clinics
- Dealing with phone calls from members of the public, processing change of appointments and dealing with general queries
- Liaising with other screening departments with regard to breast screening records
- Liaising with external contacts such as GPs and Shared Services Partnership employees with regard to breast screening records
- Operating the National Breast Screening Service (NBSS) information system to create clinics, process invitation and result letters and manage failsafe processes.
- Processing undelivered returned mail and dealing with change of addresses
- Auto mailing and franking of mail
- Filing
Non-core duties
- Inputting incident information onto DATIX
- Administration support to the centre
- Other administration work consistent to the Banding as the programme develops
Main Duties and Responsibilities (WAAASP)
All screening pathway administrators must be able to maintain competence in the core duties but may be requested to undertake non-core duties as part of their role.
Core duties
- Working with the Regional Co-ordinator to set up clinic information on ASIMS
- Processing invitations for screening and surveillance appointments
- Dealing with appointment changes and general queries over the telephone form men and members of the public
- Preparing clinic paperwork and disks for screening clinics
- Uploading result information and images from screening clinics
- Processing clinic information to update ASIMS
- Issuing result information to men, GPs and other health professionals
- Supporting the Regional Co-ordinator with referrals to medical imaging department or referrals for treatment
- Processing key failsafe checks
Non-core duties
- Inputting incident information onto DATIX
- Administration support to the Regional Co-ordinator
- Other administration work consistent to the Banding as the programme develops
Person Specification
Qualifications
Essential
- Minimum 5 GCSE's or equivalent experience
- NVQ 3 (or equiv) in Business Admin/Customer Care or willingness to work towards one
Desirable
- ECDL or other related IT qual
Experience
Essential
- Previous admin experience in a customer service environment
Desirable
- Experience working in a health service environment
Skills / Personal Attributes
Essential
- Team player
- Good communication and telephone skills , demonstrating sensitivity and composure
- Ability to work under pressure with constant interruptions, priorities work and meet deadlines
- Good attention to detail, high level of accuracy
- Welsh speaker, comfortable conversing in Welsh with the public
Other
Essential
Desirable
Knowledge
Essential
- Good knowledge of admin functions and IT applications
Desirable
- Knowledge of Screening Programmes
- Knowledge of relevant medical terminology
Person Specification
Qualifications
Essential
- Minimum 5 GCSE's or equivalent experience
- NVQ 3 (or equiv) in Business Admin/Customer Care or willingness to work towards one
Desirable
- ECDL or other related IT qual
Experience
Essential
- Previous admin experience in a customer service environment
Desirable
- Experience working in a health service environment
Skills / Personal Attributes
Essential
- Team player
- Good communication and telephone skills , demonstrating sensitivity and composure
- Ability to work under pressure with constant interruptions, priorities work and meet deadlines
- Good attention to detail, high level of accuracy
- Welsh speaker, comfortable conversing in Welsh with the public
Other
Essential
Desirable
Knowledge
Essential
- Good knowledge of admin functions and IT applications
Desirable
- Knowledge of Screening Programmes
- Knowledge of relevant medical terminology
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
