Deputy Breast Screening Office Manager - Peterborough

Job description

Job responsibilities

Maintain a high standard of own work to ensure efficient and effective patient centred service delivery.

Be responsible for the various computer systems within the department. To operate and manage the dedicated computer system which is fundamental to the running of the NHSBSP. To represent the Peterborough Breast Screening Service at the national computer meetings, propose system developments implement changes and update protocols resulting from those meetings in accordance with the NHSBSP.

Have full knowledge of the NHSBSP and Peterborough & Stamford Hospitals NHS Trust referral guidelines to be able to advise referrers and patients on the most appropriate means to access the service.

Be responsible for all aspects of the management of the administration & reception staff within the Imaging Service to include annual leave, sickness, competency and disciplinary issues.

Organise and implement systems of annual appraisal for administration/reception staff.

Take a lead role in the orientation and training of staff.

Work with the Breast Services Manager and Breast Services Administration Manager in the strategic and operational planning and decision making processes for the department.

To attend and participate actively in department meetings.

Be responsible for the correct entry of data, maintaining complex appointment booking systems and ensuring that appointment letters and result letters are sent out in accordance with NHSBSP guidelines. Maintaining accurate record systems both computerised and manual for the work undertaken in the main office, reception and filing areas.

Organise and maintain secretarial support for the provision of symptomatic Imaging reports issued by Radiologists, Consultant Radiographers & advanced Practitioners.

Ensure symptomatic x-ray examinations are reported by the radiology consultants to agreed timescales and quality standards.

Problem solving & trouble shooting with regard to the accuracy of patient imaging records, requiring analytical and judgement skills, and the ability to interpret facts.

Maintain a high standard of personal behaviour, involvement and responsibility.

Be responsible for the timely request of data regarding women eligible for screening from the relevant Practitioner Service units, Schedule their appointments in accordance with the protocols as defined by the NHSBSP.

Create and plan the screening schedule from the analysis of the data obtained, and to work with the Breast Services Administration Manager to co-ordinate and maintain the Three Year Round Plan.

Devise and maintain a timetable for mobile and static unit clinics.

Maintain provision for multidisciplinary meetings with regard to paperwork & imaging needed.

Patient/Client care

Receive clients and patients and direct them to the relevant area within the Breast Imaging department.

The post holder has an indirect effect on patient care by ensuring efficient diagnostic patient pathways are maintained through effective and timely coordination of radiography images and results.

Provide non clinical advice/information to patients, carers and visitors either over the telephone or face to face during incidental contact or at radiology reception.

Management and Training

Be responsible for the overall management of the administration/reception staff of the Breast Screening Service.

Document, review and update as necessary the administrative procedures for the office practices as part of the Quality Management System required by the NHSBSP

Supervise, mentor and assist in the training of new clerical staff on a one to one basis.

Be responsible for the ordering and maintenance of adequate stocks of stationary and office supplies

Health and Safety

Ensure that all office equipment is in safe working order and arrange for repair or replacement where necessary according to departmental practice, reporting loss or defect to the appropriate authority.

Follow the security policies for both the Screening Office and department as a whole.

Observe all relevant policies generated by Trust and the Breast Screening Programme.

Maintain health, safety and welfare of staff, patients or other third parties visiting your department or general areas of the Trust.

Complete adverse event forms for any accidents, incidents or near misses that happen to the post holder or that the post holder is aware of, to reduce injury or loss.

Attend annual mandatory training (fire lectures & basic life Support etc).

Information Technology

Ensure all staff are competent in all relevant IT systems, including National Breast Screening Systems NBSS and BS Select , Computer Radiology Information System (CRIS) and the Patient Administration System (PAS).

Accurately and efficiently enter confidential patients and examination details on to NBSS, CRIS and PAS.

Maintain electronic records of movement of x-ray film/images to other Breast Screening Units, departments, wards, trusts etc.

Report any system failure and errors and call engineer as appropriate.

Financial Business Management

Responsible for stock ordering and usage prudently to reduce wastage.

Responsible for safe use of expensive equipment e.g. Photocopier and I.T. equipment.

Strategy/Policy/Service Development

Work with other staff within own department and around the trust to improve working practises by contributing to the development and update of the Quality Management System.

Attend and contribute to department staff meetings.

Contribute to discussions on service/policy development and provide comments leading to improved Breast Screening Service delivery.

Implement policies, and propose changes to practice on a local level.

Working Conditions

Manually locate and retrieve x-ray film packets and records as required

Uses computer (VDU) for most of the working day. This frequently involves standing or sitting in a confined/restricted area.

Occasional exposure to verbal aggression whilst dealing with prospective difficult clients

Occasional indirect exposure to distressing/emotional circumstances when inputting distressing patient information onto NBSS and CRIS.

Frequent requirement for prolonged concentration when inputting patient details onto the computer system, where accuracy is crucial at all times.

Person Specification

Education and Qualifications

Essential

• Educated to A Level Standard/NVQ Level 3 or equivalent experience
• RSA III typing qualification or equivalent or relevant typing/IT skills experience including audio

Experience

Essential

• Experience of working in the NHS and the Breast Screening Programme. Understanding of medical terminology
• Minimum 6 months clerical/administrative experience in Public Sector environment.
• Experience of working with general public and/or professionals
• Demonstrate and understanding of customer care/ability to work with sensitive and confidential information
• MS Office, Word, Excel and Outlook

Desirable

• Experience of using NBSS and BS Select.
• Experience of using PAS (Patient Admissions System), CRIS and ICE.

Knowledge

Essential

• Knowledge /understanding of the Data Protection Act
• Ability to teach others acquired knowledge and skills
• Ability to facilitate change within the work area

Skills

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.

Employer details

Employer name

North West Anglia NHS Foundation Trust

Address

Peterborough City Hospital

Bretton Gate

Peterborough

PE3 9GZ

Employer's website

https://www.nwangliaft.nhs.uk/ (Opens in a new tab)