Choose Well - Choose WWL
Job overview
An exciting opportunity has arisen within Breast Screening for a highly motivated and enthusiastic individual to join our friendly, professional team. Full and part time hours available
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.
Evidence of qualifications listed in the essential criteria will be requested at interview and during compliance checks.
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, including moderate, high-risk, and very high-risk Screening.
The post holder will collate, and input data associated with the National Breast Screening Programme to provide information and assist with audit against National Standards and KPI’s. They will provide comprehensive administrative and clerical support to the administrative team and associated health professionals. This includes collation, verification and audit of data within all Breast Imaging services, providing a high-quality service with a high level of patient care.
Working for our organisation
Choose Well – Choose WWL
Wrightington, Wigan and Leigh Teaching Hospitals, NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that ‘happy staff, makes for happy patients’. We have a recognised track record in staff engagement, and living our values ‘the WWL Way’.
WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.
On-Call
Please note that senior positions (AFC band 8A or above) may be expected to participate in an on-call rota, if the role is predominantly operational.
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 Administration Manager. Responsible for all administration aspects of the Family History Service, including Moderate, High-Risk 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. Must acquire and maintain sound, current knowledge of surveillance guidance of high risk and moderate risk patients. Responsible for consistent, accurate and regular maintenance of patient data relating to the Family History Service to ensure high quality standards are always achieved. Responsible for accepting referrals via choose and book from GP’s and the effective administration of the family history risk assessment clinic, monitoring clinic capacity and appointment booking, ensuring efficient clinic service delivery. Responsible for coordination of imaging appointments, including mammography and MRI, for all breast family history referrals. Responsible for operation of Radiology Information Systems, Patient Administration System, Pathology system, EPR and National Breast Screening Information system. Input, maintain and update patient information. Requirement to interrogate appropriate IT systems to highlight, investigate and address anomalies and communicate findings with internal and external sources, to ensure correct patients pathways are in place. Responsible for maintaining confidentiality, observing the Data Protection Act, Caldicott Report and Trust Governance policies. Responsible for producing accurate data using Microsoft Excel and Word as well as word processing, filing, audio typing, photocopying and the composition of letters, medical reports and emails. Required to collate and input pathology, surgery and oncology data for all screen detected malignant and benign breast disease and provide information using the system report generator to enable audit of these episodes against national standards. 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. Attend the MDT when possible/appropriate – workload dependent. Working closely with the Breast MDT Coordinator and Consultant PAs, prepare patient information, including imaging, for the radiological aspects of the weekly breast MDT meeting. Undertake consistent, accurate and regular maintenance of patient data. Demonstrate a sound knowledge of the service, 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 and 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. Operate numerous relevant Trust IT systems, 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. Analyse routine audit reports and take appropriate action. Exercise judgement when dealing with patient enquiries, analysing, and resolving problems at source, demonstrating tact, empathy and providing reassurance where necessary. 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 demands. Seek advice for those duties/tasks which go beyond prescribed schemes of work. Planning and Organisational Duties
Responsible for organizing and prioritising own workload within specific guidelines and to work flexibly as required. Responsible for adhering to, assisting in development of, and updating Standard Operating Procedures relating to the role. Responsible for maintaining a clean and tidy working environment. Liaise with referrers, patients, and carers, answering queries and arranging appropriate appointments. 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. Ensure all relevant historical patient data is available at the patient attendance, including retrieval of images from external organisations via the Image Exchange Portal (IEP). Monitor stationary/clinical stock levels within the department and order supplies where appropriate. Respond to data requests e.g. 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. Support the Department and Service as dictated by the Directorate and the Trust. Communications and Key Working Relationships
Work as a team member, communicating effectively, and maintaining a high standard of service to patients and other health professionals. Communicate effectively and cooperate with various internal and external sources both clinical and non-clinical e.g. solicitors, clinicians, genetics, GP’s, hospitals, Trust staff. Communicate effectively with the Clinical Director to assess patient pathways and ensure individual surveillance requirements are met. Attend and participate in peer group and other relevant meetings maintaining knowledge of working practices, communicating any developments, and highlighting potential service improvement. 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. 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. Responsibility for Finance
Ensure the efficient and cost-effective use of resources. Responsibility for Human Resources
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 Health & Safety
Compliance with the Health & Safety at Work Act 1974 – the post holder is required to fulfil a proactive role towards the management of risk in all their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions. Responsibility for Teaching
Support the induction of new staff sharing knowledge/experience of work practices, identifying, and supporting training requirements. Provide cross-cover for absent administration staff where necessary and co-ordinate leave amongst the administrative assistants to ensure continuity of service. Facilitate a supportive learning environment that enables all members of the administration assistant team to develop and fulfil their potential. Work Circumstances & on-call
Prolonged periods of sitting/standing desk-based working Continual use of display screen equipment and prolonged periods where high levels of concentration are required. Requirement to undertake some manual handling tasks when appropriate. Requirement to attend appropriate training as directed. Requirement to participate in personal/professional development, identify any needs and provide evidence of activities undertaken. Any other duties appropriate to the grade. The range of duties and responsibilities outlined above are indicative only and are intended to give a broad flavour of the range and type of duties that will be allocated. They are subject to modification in the light of changing service demands and the development requirements of the postholder.
Person specification
Qualifications
Essential criteria
Educated to GCE/CSE/GCSE ‘O’ Level Standard or equivalent and/or able to demonstrate a high level of relevant experience specific to the role.
Desirable criteria
IT Qualification
Experience
Essential criteria
Working to deadlines Working in an office environment Data analysis and input Extensive use of hospital/NHS IT systems Working as part of a multi-disciplinary team Medical Terminology Clinical/Information Governance
Desirable criteria
Working in a hospital environment, particularly within Radiology or Breast Screening Working in a customer service environment Working within NHSBSP and use of NBSS
Skills
Essential criteria
Communicate with others effectively using a variety of methods Excellent literacy and numeracy skills Prioritise and organise own workload Data analysis and input Work effectively with IT equipment including excellent keyboard skills Competent in the use of Microsoft Office Packages
Desirable criteria
Typing skills
Knowledge
Essential criteria
Administrative working NHS IT systems and workflow
Desirable criteria
Knowledge of NHS waiting times targets and NHSBSP standards Basic medical terminology Knowledge of Radiology IT systems and workflow Knowledge of Breast Screening Pathways and the Family History Service
Additional
Essential criteria
Ability to work effectively both along and as part of a team, with a commitment to deliver high standards of care. Diplomatic, courteous, patient. Reliable, flexible responsive and proactive. Motivate and encourage staff under supervision. Work effectively with IT equipment including excellent keyboard skills. Work effectively when under pressure. Use of initiative. Problem solving. Think and respond quickly to non-routine queries and situations. Able to travel between sites within appropriate timescales. Speak English to and appropriate standard relevant to their role, with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation. 
