Band 5 Breast Screening Office Manager

University Hospitals Birmingham NHS Foundation Trust

This job is now closed

Job summary

The screening office manager is responsible for the screening office which provides the administrative functions for the service. The screening office is responsible for sending invitation letters to women eligible for screening, based on lists derived from the BS Select system and for making sure all women receive the right result following their screening episode.

They will be responsible for specialised procedures more complex than the routine work of the administrative support team to ensure the smooth path of clients through the breast screening and symptomatic process in accordance with local and national guidelines. They will act as first line support for routine enquiries from the administrative team.

Main duties of the job

Communication and Relationship Skills

*To hold regular team meetings, conduct regular 1:1s, participate in administrative team meetings, service development meetings, and any other relevant meetings across sites as required.

*To maintain confidentiality and manage information sensitively, demonstrate discretion and respect when communicating with patients, colleagues and others.

*Receiving and dealing with telephone enquiries as appropriate.

*Provide effective communication and problem solving both face to face and via telephone.

*Responsible for dealing with highly complex matters which may be highly emotional and highly distressing which may require persuasive, motivational or reassurance skills.

*Liaise with members of the public as required regarding complaints, using tact, sympathy and diplomacy to obtain relevant information and ensure that this is passed accurately and immediately to the appropriate person/department.

*Be sympathetic and sensitive to the requirements of staff, service users when communicating by telephone or face to face, including dealing with a difficult situation, e.g. aggressive or demanding behaviour.

Analytical and Judgement

*To deal with complex information and ensure team members are aware of any issues.

*To be able to identify risks within the department and escalate as appropriate.

*To analyse and promptly respond to problems or queries as required.

About us

We are recognised as one of the leading NHS Foundation Trusts in the UK. Our vision is to Build Healthier Lives, and we recognise that we need incredible staff to do this.

Our commitment to our staff is to create the best place for them to work, and we are dedicated to:

Investing in the health and wellbeing of our staff, including a commitment of offering flexible working where we can;Offer our staff a wide variety of training and development opportunities, to support their personal and career development objectives.

UHB is committed to ensuring that our staff are treated fairly and feel that they belong, by creating a kind and inclusive environment. This is about equity of opportunity; removing all barriers, including discrimination and ensuring each individual member of staff reach their true potential, achieve their ambitions and thrive in their work. This is more than words. We are taking action. Our commitment to an inclusive culture is embedded at all levels of the organisation where every voice is heard, driven by our diverse and active staff networks, and at Board level by the Fairness Taskforce led by our CEO. We nurture a culture which empowers staff to challenge discriminatory behaviours and to enable people to bring their 'whole self' to a kinder, more connected and bold place to work.

University Hospitals Birmingham is a Smoke-Free premises hospital.

Date posted

10 May 2024

Pay scheme

Agenda for change

Band

Band 5

Salary

£28,407 to £34,581 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

304-1081671DO

Job locations

Trustwide

Mindelsohn Way

Birmingham

West Midlands

B15 2TH

Job description

Job responsibilities

*Please Note : For a detailed job description for this vacancy, please see attached Job Description*

Job description

Job responsibilities

*Please Note : For a detailed job description for this vacancy, please see attached Job Description*

Person Specification

Qualifications

Essential

*Degree in Business Administration or relevant subject or equivalent experience and training.

Experience

Essential

*Experience of dealing with the Public/Customer service experience
*Experience of working in an administrative role with a proven track record of problem solving and managing a team of staff
*Experience of managing complex diaries using own judgement when dealing with conflicting appointments and priorities
*High proficiency of working with a range of Microsoft Office packages (eg. Word, Excel and Outlook)
*Experience of using IT systems
*Experience of working in a busy environment working independently and exercising judgment and decision-making skills
*Experience of working in healthcare

Desirable

*Screening and Symptomatic Patient knowledge
*NBSS, BS-Select systems knowledge
*Previous Breast Screening office manager experience
*Experience of the screening round length
*Batch Printing
*BASO and KC62

Additional Criteria

Essential

*Excellent communication / customer care skills both written and verbal demonstrating sympathy and compassion.
*Excellent keyboard / IT skills ensuring accuracy.
*Highly developed prioritisation skills
*Organisation and coordination of meetings including the transcribing of minutes.
*Ability to work under pressure and deal with stressful situation.
*Ability to Empathy and compassion
*Ability to travel to multiple sites.
*Good time management skills
*Ability to deal professionally with enquiries from staff, Patients and Visitors
*Confidentiality and tact necessary for dealing with people at all levels, and the most complex and sensitive information.
*Ability to pay attention to detail where there are predictable interruptions to the work pattern.
*Ability to deal with stressful situations and sensitive issues.
*Ability to work under pressure whist meeting deadlines and adapt to changes in demand and workload

Person Specification

Qualifications

Essential

*Degree in Business Administration or relevant subject or equivalent experience and training.

Experience

Essential

*Experience of dealing with the Public/Customer service experience
*Experience of working in an administrative role with a proven track record of problem solving and managing a team of staff
*Experience of managing complex diaries using own judgement when dealing with conflicting appointments and priorities
*High proficiency of working with a range of Microsoft Office packages (eg. Word, Excel and Outlook)
*Experience of using IT systems
*Experience of working in a busy environment working independently and exercising judgment and decision-making skills
*Experience of working in healthcare

Desirable

*Screening and Symptomatic Patient knowledge
*NBSS, BS-Select systems knowledge
*Previous Breast Screening office manager experience
*Experience of the screening round length
*Batch Printing
*BASO and KC62

Additional Criteria

Essential

*Excellent communication / customer care skills both written and verbal demonstrating sympathy and compassion.
*Excellent keyboard / IT skills ensuring accuracy.
*Highly developed prioritisation skills
*Organisation and coordination of meetings including the transcribing of minutes.
*Ability to work under pressure and deal with stressful situation.
*Ability to Empathy and compassion
*Ability to travel to multiple sites.
*Good time management skills
*Ability to deal professionally with enquiries from staff, Patients and Visitors
*Confidentiality and tact necessary for dealing with people at all levels, and the most complex and sensitive information.
*Ability to pay attention to detail where there are predictable interruptions to the work pattern.
*Ability to deal with stressful situations and sensitive issues.
*Ability to work under pressure whist meeting deadlines and adapt to changes in demand and workload

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.