Administration Officer

Job overview

An exciting opportunity has arisen for a Breast Screening Administrator within the SEL BSP.  We are looking for an enthusiastic and proactive person to join our administration team, to provide first class administrative skills.

This will involve working with other team members, the Office  Managers Assistant, Office Manager and London Breast Screening Hub. You will possess excellent communication skills, be able to prioritise and organise a varied workload and be IT literate with working knowledge of MS Word, Excel and Outlook. Part of the role involves reception duties, so previous experience in a customer service role is essential, as well as a proven track record of working as part of a team.

Due to the nature of the post, applicants must be female (this provision applies under the Sex Discrimination Act 1975 section 7(2) (b) in relation to GOQ)

Main duties of the job

Main Duties and Responsibilities

• To perform reception duties at 104 Denmark Hill screening site, which involve checking client details, previous screening films and preparation of clients for mammography screening, observing clients patient privacy in accordance with Trust regulations.
• Book and amend Technical Recall appointments that come through to the office
• Booking breast screening appointments for special clients
• Ensure all Paper-lite trial clinic protocols are followed.

• Preparation of paperwork and data sticks of screening clinics to be distributed to mobile units and clinics
• Accurate data entry of registration and clinical details of screening clients on NBSS
• To check routine recall after assessment packets

• To ensure all client forms are reviewed post screening, to verify that all radiographic and radiological procedures have been correctly followed, guaranteeing that clients receive accurate results
• To check results findings following film reading against the NBSS system and generate a routine recall letter to the client and a GP report to her practice. Inform the Hub once clinics have been finalised and reconciled so that they can release the result letters.

Detailed job description and main responsibilities

Main Duties and Responsibilities

• To perform reception duties at 104 Denmark Hill screening site, which involve checking client details, previous screening films and preparation of clients for mammography screening, observing clients patient privacy in accordance with Trust regulations.
• Forward any emails received to the London Breast Screening Administration Hub
• Book and amend Technical Recall appointments that come through to the office
• Booking breast screening appointments for special clients
• Ensure all Paper-lite  clinic protocols are followed
• Re-direct any family history, assessment calls or calls intended for either the Hub, Family History Coordinator or Breast Care.

• Action incoming post and incoming films from other screening office and update on National Breast Screening
• Following set protocols - prepare and remit films and paperwork to and from other screening offices.

• To request films from Iron Mountain on ad-hoc basis.
• To check films received from Iron Mountain storage and forward to relevant team.

• Preparation of paperwork and data sticks of screening clinics to be distributed to mobile units and clinics
• Accurately maintain the filing system. Returning films to off-site storage when screening completed
• Accurate data entry of registration and clinical details of screening clients on NBSS
• To check routine recall after assessment packets
• To extract and upload information and documents to BS Select (National Database)
• To ensure all client forms are reviewed post screening, to verify that all radiographic and radiological procedures have been correctly followed, guaranteeing that clients receive accurate results.
• To return screening packets to Deputy Service Manager if there is non-compliance, along with a completed reason form if there is a non-compliance to the Right Results Protocol, and to highlight any anomalies
• To check results findings following film reading against the NBSS system and generate a routine recall letter to the client and a GP report to her practice. Inform the Hub once clinics have been finalised and reconciled so that they can release the result letters
• Participate in audits as directed by the Office Manager
• Advise any requesting Screening Office of imaging date and accession number to facilitate an IEP request for any images done under the South East London Breast Screening Programme
• Ensure that all Work Instructions are acknowledged on Q-pulse
• Ensure all paperwork is scanned into the breast screening drive
• To complete all mandatory training in line with Trust Policy.

Mental Effort

• High level of concentration is required when entering patient results into the NBSS system. This is a repetitive task but attention to detail is essential
• Effort is required to ensure that the required deadlines are met. i.e. Screen to normal two-week National guidelines in accordance with the National Breast Screening Programme.

Emotional Effort

• To be able to deal efficiently and effectively with clients, whether in person or on the telephone who have deep concerns regarding their appointments or results
• Courses must be attended so that the ability to deal effectively with these clients can be developed

Physical Effort

• The physical ability to move and manoeuvre into bags clinical batches of films and paper work weighing up to 3kgs each on a daily basis is required of the post to be distributed to the main department. To maintain the film filing system on shelves approximately 5ft high.

Communications

• To ensure that the Hub is kept informed of any notification that a client has either had a bi-lateral mastectomy, clients who are registered under the “Mental Incapacity Act” or clients who wish to be withdrawn from screening completing the required disclaimer form
• To attend regular administrative team meetings and act on any instructions accordingly and appropriately
• To be able to use your judgemental skills to provide appropriate information to the Office Supervisor with regard to daily duties that affect the department.