Admin Assistant - Breast Imaging

Job overview

An exciting opportunity has arisen within Breast Screening for a highly motivated and enthusiastic individual to join our friendly, professional team for 12 months covering Maternity Leave.

This post offers the opportunity to work in a challenging and changing environment while gaining wide experience across all breast imaging services.

Ideally with a background in NHS administration and systems, you will be committed to delivering high standards of work as part of a busy team.

NHS Employees are required to secure their manager’s agreement for a secondment arrangement prior to applying, as this will be a condition of any offer made. This vacancy is advertised on a fixed term basis as it has been established to provide maternity cover and will end in 12 months or when the substantive post holder returns. Whilst this post is advertised on an acting / secondment basis there is the potential that this post may become permanent in the future.

The opening hours for the Breast Screening Department are Monday to Friday 08:30 to 17:00.

Flexible working patterns can be discussed, please contact Amy Bissell on 0300 707 5828 to discuss further.

Evidence of qualifications will be required at interview and during the on-boarding process.

Main duties of the job

The post holder will form part of the WWL Breast Imaging team including the South Lancashire Breast Screening Programme, the Symptomatic Breast Service and the Family History Service. The service is based at the Thomas Linacre Centre in Wigan, and operates across Trust Sites including Leigh Infirmary, and 10x Mobile Sites across Wigan and South Lancashire.

The post holder will provide comprehensive administrative and clerical support to the administrative team and associated health professionals.

Detailed job description and main responsibilities

• Duties and Responsibilities Key results from the job holder
• Provide first-line support for operational issues e.g., management of urgent/routine workloads, taking appropriate action and escalating, where required, to the Deputy Screening Office Manager or the Screening Office Manager as appropriate.
• Assist the Family History Coordinators in all administration aspects of the Family History Service and Very High-Risk Breast Screening, ensuring patients follow correct surveillance pathways in a timely manner, in accordance with NHSBSP/NICE guidelines and Trust policy.
• Attend MDT and work closely with the Breast MDT Coordinator and Consultant PAs, prepare patient information, including imaging, for the radiological aspects of the weekly Breast MDT meeting.
• Collate and input pathology, surgery and oncology information for all screen detected malignant and benign breast disease on to the National Breast Screening System, NBSS.
• Undertake consistent, accurate and regular maintenance of patient data across all systems including but not limited to, NBSS, CRIS, CSC, HIS, Sectra and BS Select.
• Demonstrate a sound knowledge of the service, in order to contribute to, and inform decision making.
• Deliver high levels of customer services to users. Assess, problem solve and/or report, in a timely and pro-active manner, when these standards have not been met.
• Provide administrative support including the use of electronic systems, including but not limited to NBSS, CRIS, HIS, CSC, Sectra and BS Select, and all forms of diary management.
• Co-operate with all disciplines when receiving telephone, electronic, and all other requests or enquires from a multitude of sources, exercising initiative, problem solving or escalating as appropriate.
• Receiving and responding effectively and efficiently to complex telephone, and/or in person to enquiries.  Transferring calls to the appropriate person if necessary.
• Exercise independent judgement when dealing with patient and staff enquiries and problems, analysing and resolving where possible.
• Operate numerous relevant Trust IT systems including but not limited to NBSS, CRIS, HIS, CSC, Sectra and BS Select, inputting, updating and maintaining patient information to the standards expected by the Directorate and the Trust.
• Monitor data quality within Radiology IT systems, ensuring consistency, accuracy and timeliness of data.
• Provide statistical information when required for audit purposes.
• Contribute in the production of information and reports required for Quality Assurance and “Right Results” external audits.
• Analyse routine audit reports and take appropriate action according to the department’s task lists which concur with the NHSBSP's standards.
• Possess an understanding of the Trust complaints procedures and use initiative to resolve patient/public concerns, escalating outstanding concerns as required.
• Under the supervision of the senior administration team, audit, review and update relevant procedural documents.
• Be accountable for own actions.
• Plan and prioritise own workload, exercising a degree of independence, initiative and judgement to meet service demand. Planning and Organisational Duties
• Liaise with referrers, patients and carers, answering queries and arranging appropriate appointments for Breast Screening, Breast Assessment, Symptomatic Breast Imaging, and planned follow-up Imaging of all kinds, including preparing relevant paperwork for these examinations.
• Support the senior administration team in allocating and arranging patient appointments to maximise effective service delivery, recognising the differing priorities placed on some imaging referrals.
• Prioritise examinations using Radiology system waiting lists and following the Radiology/Cancer Services PTL and NHS BSP targets and KPI’s.
• Ensure all relevant historical patient data is available at the patient attendance, including the retrieving and sending of images from/to external organisations via the Image Exchange Portal (IEP).
• Ability to think quickly, assess situations and make decisions upon that information.
• Ability to maintain high levels of concentrations and deal with frequent interruptions.
• Monitor stationary/clinical stock levels within the department and order supplies where appropriate.
• Respond to data requests eg from the Trust legal team, in a timely manner, adhering to Trust information governance policies and procedures.
• Assist in general housekeeping duties to maintain a clean, tidy and safe working environment, identifying and reporting any risks or hazards to the senior administration team. Communications and Key Working Relationships
• Participate in regular senior administration team meetings, maintaining knowledge of working practices and highlighting potential service improvement.
• Assist in the promotion of an open, welcoming, patient-centred culture for service users. Seek and support feedback from service users to inform service improvement.
• Adapt communication style to effectively respond to service users with communication difficulties and psychological, social, physical, and spiritual needs.
• Liaise with North-West Ambulance Service (NWAS) to effectively manage patient attendances requiring the use of patient transport.
• Organise Patient interpreter services and language line resources when required.
• Liaise with Trust wards, other departments and medical staff regarding in-patient and out-patient examinations.
• Communicate effectively and cooperate with internal and external sources, both clinical and non-clinical eg patients, clinicians, Trust staff, Directorate staff, solicitors regarding the continuity of patient care and treatment.
• Highly developed communication skills with sensitivity to the needs of patients, particularly where there may be barriers to understanding e.g. learning disabilities, deafness, language.

Responsibility for Finance

• Ensure the efficient and cost-effective use of resources within the departmental offices.

• Comply with Trust Policies and procedures including Code of Conduct and Data Protection.
• Comply with mandatory training requirements in accordance with Trust policy.
• Maintain a portfolio of competencies showing evidence of lifelong learning.
• Actively participate in appraisal and supervision systems.

• Responsibility for Human Resources