Job summary
Working alongside a busy team of Office, Clinical, and Radiography Services staff this is a very valuable and rewarding role. You will be required to provide a variety of clerical/administrative tasks with the aim to support the delivery of the Peterborough Breast Screening Programme. Supporting the Breast Screening Office team, you will also be required to respond to data/reporting requests, maintain a complex booking system, and support delivery of the Right Results Process.
The role will include the use of the bespoke National Breast Screening System computer systems, together with Radiology Information and Patient Administration software packages to capture and monitor data.
Previous NHS experience is essential, and knowledge of the Breast Screening Programme would be desirable for this role.
You must be able to multitask, remain calm under pressure, prioritise and troubleshoot within a busy fast pace environment. Flexibility, reliability, adaptability and working well as part of a team are key for the Senior Clerical Officer role.
Essential skills for this role are fast accurate keyboard skills, high attention to detail, the ability to communicate effectively at all levels, together with previous experience of customer care and the ability to deal with complex and confidential information.
If you are seeking a challenge and possess the skills required, this post could be the opportunity for you.
****Please note we are not eligible to sponsor for this post****
Main duties of the job
To work as part of the Breast Screening Office to support the administrative element for the Peterborough Breast Screening Service and Breast Imaging Services at Peterborough City Hospital, in line with NBBS guidance, ensuring sufficient staffing levels to provide and maintain an efficient, effective, high quality service.
To maintain a good working relationship between colleagues, internal and external agencies, and clients/patients as appropriate, having good communication skills, a sympathetic manner, strong IT, organisational skills, discretion and the ability to deal with sensitive medical information.
*Please Note the advert may close sooner than the date advertised due to levels of interest, closing of the advert will happen with no notice*
About us
We are committed to ensure a work-life balance to all our staff by offering full time and part time roles, flexible working hours on a shift pattern to fit around your family life.
We welcome and encourage applications from people of all backgrounds. We particularly encourage applications from disabled, Black, Asian and Minority Ethnic (BAME) and candidates form our local communities.
Benefits to you
- 27 days annual leave for new starters, rising to 29 days after five years of service and 33 days after 10 years of service, plus 8 Bank Holidays (pro-rata for part time staff);
- NHS Pension Scheme:
- Flexible working opportunities;
- Increased hourly rates for unsociable hours e.g. night shifts, weekends, bank holidays;
- Career development and training;
- Wellbeing support and activities;
- In-house physiotherapy Service;
- On-site canteens with subsidised meals;
- Subsidised staff parking (currently free).
- Free Stagecoach Bus Travel to and from work within Cambridgeshire and Peterborough
Job description
Job responsibilities
Key Responsibilities:
- The post holder will be expected to gain a sound working knowledge of the National Breast Screening System (NBSS), BS Select, Computer Radiology Information System (CRIS) and the trusts administration system (CareFlow).
- Use NBSS appointment booking system and ensure that appointment letters and results letters are sent out in accordance with NHSBSP guidelines.
- Action the GP referral rejection letters.
- Deal with enquiries, either directly, via the generic office email, or on the telephone, from internal and external sources and take the appropriate action, communicating with people at all levels within the health care system.
- Check BS Select daily for deceased clients and update NBSS as required.
- To action the ceased clients in line with NHSBSP guidelines.
- Co-ordination and preparation of the weekly Breast Symptomatic and Screening MDT meetings, including running necessary related reports.
- To support the induction and training of all new Starters within the Screening Office in order to meet the needs of individual Training & Competency Logs.
- To attend and contribute to Screening Office Team meetings, taking responsibility for collating information/data required for meetings and note taking when necessary.
- Monitor and action the surveillance call/recall system, ensuring the database is maintained and appointments sent as necessary.
- Ensure symptomatic x-ray examinations are reported by the Breast Imaging Consultant Radiologists, Consultant Radiographers & Advanced Practitioners and escalate as necessary.
- Maintain electronic records of movement of x-ray film/images to other Breast Screening Units, departments, wards, trusts etc., which will include the Image Exchange Portal. As previous imaging lead for the Breast Unit, the post holder is responsible for requesting any images from out of the area in a timely manner using the IEP system.
- Monitor and update the Film Library Tracking Spreadsheet, and undertake regular culling in line with agreed processes.
- Adhere to the Procedures and Work Instructions relative to the Screening Office Quality Management System, including Breast Screening Programme requirements for the Right Results Protocol and Information Governance standards.
- To ensure that work instructions for own areas of work are written and are regularly reviewed and updated in line with the Quality Management System (QMS) and national guidance.
Job description
Job responsibilities
Key Responsibilities:
- The post holder will be expected to gain a sound working knowledge of the National Breast Screening System (NBSS), BS Select, Computer Radiology Information System (CRIS) and the trusts administration system (CareFlow).
- Use NBSS appointment booking system and ensure that appointment letters and results letters are sent out in accordance with NHSBSP guidelines.
- Action the GP referral rejection letters.
- Deal with enquiries, either directly, via the generic office email, or on the telephone, from internal and external sources and take the appropriate action, communicating with people at all levels within the health care system.
- Check BS Select daily for deceased clients and update NBSS as required.
- To action the ceased clients in line with NHSBSP guidelines.
- Co-ordination and preparation of the weekly Breast Symptomatic and Screening MDT meetings, including running necessary related reports.
- To support the induction and training of all new Starters within the Screening Office in order to meet the needs of individual Training & Competency Logs.
- To attend and contribute to Screening Office Team meetings, taking responsibility for collating information/data required for meetings and note taking when necessary.
- Monitor and action the surveillance call/recall system, ensuring the database is maintained and appointments sent as necessary.
- Ensure symptomatic x-ray examinations are reported by the Breast Imaging Consultant Radiologists, Consultant Radiographers & Advanced Practitioners and escalate as necessary.
- Maintain electronic records of movement of x-ray film/images to other Breast Screening Units, departments, wards, trusts etc., which will include the Image Exchange Portal. As previous imaging lead for the Breast Unit, the post holder is responsible for requesting any images from out of the area in a timely manner using the IEP system.
- Monitor and update the Film Library Tracking Spreadsheet, and undertake regular culling in line with agreed processes.
- Adhere to the Procedures and Work Instructions relative to the Screening Office Quality Management System, including Breast Screening Programme requirements for the Right Results Protocol and Information Governance standards.
- To ensure that work instructions for own areas of work are written and are regularly reviewed and updated in line with the Quality Management System (QMS) and national guidance.
Person Specification
Experience
Essential
- Secretarial/administrative experience
- Experience of working with general public and/or professionals
- Demonstrate and understanding of customer care/ability to work with sensitive and confidential information
- Experience of working in the NHS
- MS Office, Word, Excel and Outlook, including experience of developing, populating & maintaining Spreadsheets
Desirable
- Experience of using NBSS & BS Select
- Experience of using Medway (Patient Administration System), CRIS and ICE
- Experience of leading a team or taking the lead within a team
Education/Knowledge and Qualifications
Essential
- Holds GCSE English Language at Grade A - C (or equivalent)
- Knowledge /understanding of the Data Protection Act
Desirable
- NVQ II and III Business & Admin
- Ability to teach others acquired knowledge and skills
- Ability to facilitate change within the work area
Other
Essential
- Able to work independently or as part of a team
- Conscientious and self-motivated
- Punctual
- Flexible and responsive to change
- Self-motivated and ability to build rapport with patients and colleagues
- Ability to work with confidential and sensitive information
Skills and Abilities
Essential
- Can demonstrate good standards of written and verbal communication
- Ability to adhere to policies and procedures
- Ability to communicate at all levels
- Ability to prioritise workload and work under pressure to ensure deadlines are achieved
- Ability to work to deadlines
- Strong & flexible approach to work with good organisational skills
Person Specification
Experience
Essential
- Secretarial/administrative experience
- Experience of working with general public and/or professionals
- Demonstrate and understanding of customer care/ability to work with sensitive and confidential information
- Experience of working in the NHS
- MS Office, Word, Excel and Outlook, including experience of developing, populating & maintaining Spreadsheets
Desirable
- Experience of using NBSS & BS Select
- Experience of using Medway (Patient Administration System), CRIS and ICE
- Experience of leading a team or taking the lead within a team
Education/Knowledge and Qualifications
Essential
- Holds GCSE English Language at Grade A - C (or equivalent)
- Knowledge /understanding of the Data Protection Act
Desirable
- NVQ II and III Business & Admin
- Ability to teach others acquired knowledge and skills
- Ability to facilitate change within the work area
Other
Essential
- Able to work independently or as part of a team
- Conscientious and self-motivated
- Punctual
- Flexible and responsive to change
- Self-motivated and ability to build rapport with patients and colleagues
- Ability to work with confidential and sensitive information
Skills and Abilities
Essential
- Can demonstrate good standards of written and verbal communication
- Ability to adhere to policies and procedures
- Ability to communicate at all levels
- Ability to prioritise workload and work under pressure to ensure deadlines are achieved
- Ability to work to deadlines
- Strong & flexible approach to work with good organisational skills
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.
