Office manager/Deputy programme manager

Job overview

The post holder will manage the administrative element of breast imaging and plan the delivery of all elements of the screening service to ensure the 36-month round length screening cycle is maintained. The West Suffolk Breast Unit provides both symptomatic services and screening serviced for the local population via the main hospital site and a mobile screening unit. The post holder will provide leadership to the administration team, they must provide an efficient, professional and high-quality service.

The post holder will organise the provision of a full administrative and clerical service to answer the needs and requirements necessary for the day-to-day running of the Breast Imaging Service.

The post holder will take responsibility for all clerical functions of the service, and will work as part of the multi-disciplinary team in providing the highest standard of patient care

Main duties of the job

• To be responsible for the efficient running of the screening programme management in conjunction with the breast imaging service manager
• To use the National Breast Screening Computer system (NBSS) and where necessary advise and train other staff groups in its use
• To fully participate in the planning arrangements for the screening programme including agreeing working targets, setting objectives and ensuring performance is monitored and recorded.
• To use BS Select to manage batches and to ensure that women are called to the appropriate site, at the correct interval and the correct age as defined by NHSBSP.
• Ensure adherence with KPI’s including implementing new initiatives to enable improvement
• To devise implement and maintain and appropriate right results walk through protocol as per national guidelines to ensure women receive correct results
• To use advanced word processing and keyboard skills, along with knowledge of the above, to effectively communicate within this Trust and with other NHS centres / Health Authorities
• To use communication and relationship skills where required to impart information, negotiate and deal with members of the public and colleagues, with tact, diplomacy and empathy.

Detailed job description and main responsibilities

• Plan the day to day workload and activities of all admin staff
• To understand and action the fundamentals of the strategic and operational planning and decision-making processes of the department
• To be responsible for the creation of a 3 yearly screening programme in conjunction with the superintendent radiographer
• To work unsupervised, prioritise own workload in given tasks, using own initiative when appropriate to ensure service requirements and policies are met
• To liaise with IT support, both internal and external, to ensure the smooth running of the NBSS System, to ensure it remains functional at all times
• To be responsible for the creation of batch requests for women eligible for screening from the appropriate CCGs, and schedule their appointments in accordance with the protocols as defined by the NHSBSP
• To monitor clinics ensuring that capacity is maintained at both screening sites.
• To produce and distribute monthly and quarterly reports to the QA centre
• To schedule assessment, symptomatic and follow-up appointments, ensuring accuracy and attention to detail.
• To liaise with members of the multi-disciplinary team to ensure patients are boked in a timely manner considering surgery dates etc.
• To review and update as necessary the administrative procedures for the office
• To manage the staff working in the admin office, working as directed by line manager
• To advise and support the office team, where appropriate
• To conduct administration staff appraisals on an annual basis
• Manage absence, annual leave, performance and conduct and ensure equal opportunities
• To attend local, regional and national meetings when necessary
• To support admin staff in ensuring the efficient running of the Breast Imaging Department
• To occasionally attend MDM meetings on a rotational basis with other administrative staff to maintain knowledge of the service
• To resolve any disciplinary matters arising from the administration team.
• To take an active role in the recruitment of office personnel
• To ensure, as far as is possible, that there is adequate staffing to cover the office to maintain and provide an efficient and effective service.
• To set a high professional standard, leading by example, by working in a conscientious way, achieving a high degree of accuracy at all times.
• To cover all aspects of training of all relevant new staff groups.
• To cover all aspects in the induction and orientation programme for appointed clerical and radiographic staff.
• To be familiar with the NHSBSP clerical protocols and guides to good office practice and help implement them fully.
• To attend any appropriate training to further ones self and keep updo date with all new policies, such as training / update for QMS, NBSS, BS Select as examples.
• To attend unit meetings where appropriate and help suggest and implement useful additions/amendments to the service and working practices that will enhance the quality of care we provide to our clients.
• To hold regular staff meetings with admin staff and provide updates, feedback, service suggestions.
• To ensure there is a full admin provision for the outpatients’ clinics.
• To liaise with the superintendent to plan the mobile screening movements.
• To oversee the correct inputting of data pertaining to screen results, accurate records about attendance and non-attendance and operate fail safe procedures
• To oversee the printing of GP reports for every women who has been invited for screening and to ensure that they are sent to the relevant practices.
• To oversee the collation of letters for screening clinics
• To oversee the KC62 Report submission and others that may be requested by PHE
• Oversee the high risk screening pathway
• To change appointments by phone, accommodating the client’s requests where possible, whilst operating the computer keyboard.
• To oversee the weekly collating of paperwork for the MDM meeting.

This is nota restrictive list and you may be asked to carry out any other tasks, within your capability, deemed suitable by the breast imaging service manager