Job summary
A unique and exciting opportunity has arisen for an Administration Delivery Manager. The role will be integral to the South East London Breast Screening Programme, SELBSP. We are looking for an enthusiastic, motivated and proactive person with experience of the National Breast Screening Programme to join our team.
Under the guidance and support of the Programme Manager you will be providing first class administrative and data management to all aspects of the service, including the VHR Programme. Ensuring effective management of our quality and audit system (Q-Pulse) within the SELBSP and Breast Radiology. You will possess excellent communication skills, be able to prioritise and organise a varied and demanding workload, be IT literate with working knowledge of MS Word, Excel, Outlook and the National Breast Screening System, NBSS.
We welcome applications from candidates who will build effective working relationships with colleagues of all levels and disciplines. In return the post holder will be supported in their role through training, supervision and opportunities to develop.
Main duties of the job
Under the guidance and support of the Programme Manager the post holder will be responsible for the effective management of all aspects of the Breast Screening administrative services, including the VHR Programme. This will include service delivery, performance reporting, finance, procurement, estates/supplier management, regulatory service requirements and HR support, ensuring staff statutory registration and mandatory training adherence.
The post holder will have overall responsibility of the management of the Data Office. This will include the verification of both accuracy and completeness of patient data collected, collated and recorded on NBSS (National Breast Screening System) by the Quality & Data Administrators in preparation of the annual KC62 submission. Ensuring compliance with the handling and safe storage of all data held within the Data Office. The post holder will additionally have overall managerial responsibility of the Quality Management System (Q-Pulse) within the Breast Screening and Breast Radiology setting.
The post holder will deputise for the Breast Screening Programme Manager as required.
About us
King's College Hospital NHS Foundation Trust is one of the UK's largest and busiest teaching Trusts with a turnover of c£1 billion, 1.5 million patient contacts a year and around 14,000 staff based across 5 main sites in South East London. The Trust provides a full range of local hospital services across its different sites, and specialist services from King's College Hospital (KCH) sites at Denmark Hill in Camberwell and at the Princess Royal University Hospital (PRUH) site in Bromley.
King's is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone's contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust's carbon emissions, waste and pollution wherever possible.
The trust-wide strategy Strong Roots, Global Reachis our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we can take Team King's to another level.
Job description
Job responsibilities
The post holder will be an integral part of the South East London Breast Screening Programme, SELBSP. The Programme is responsible to the National Breast Screening Programme and is committed to the protocols and national standards therein. SELBSP is commissioned to invite well women aged 50-70 residing within the geographical boundaries of Bexley, Bromley, Greenwich, Lambeth, Lewisham and Southwark for three yearly mammographic screening.
MAIN DUTIES AND RESPONSIBILITIES
Operational Management
- Be responsible for the day-to-day management of the Call/Recall Screening Service in South East London to required National and local standards. Ensure that all women are called/recalled within National Breast Screening Programme Quality Assurance Standards as directed by the Breast Screening Programme Manager
- To respond to daily problems and ensure that issues are swiftly resolved. Working with the Clinical Director, Radiology Service Manager, Breast Screening Programme Manager and Breast Screening Office Manager to implement longer term solutions to issues raised where required
- As part of the management team represent the Breast Screening Programme to external bodies and meetings as agreed with the Breast Screening Programme Manager
- To represent the non-clinical management team on relevant governance and meetings
- To write and review relevant administrative protocols ensuring fitness for purpose, relevant involvement and input from staff and successful implementation
- To participate in designated projects for the department
Staff Management
- To line manage, support and maintain the overall welfare the Breast Screening Office Manager, Quality & Data Administrative Team (Data Office) and the Family History & Increased Risk Co-ordinators (VHR Programme)
- To provide on-site management support and advice to all staff across SELBSP, to ensure the smooth day-to-day running of the service
- To maintain relevant HealthRoster in respect of staff annual leave monitoring, sickness absence reporting, mandatory training records and appraisal, as per Kings policies
- Report any concerns to the Programme Manager, in the first instance, relating to performance/sickness management and any escalations forwarded to HR as necessary
- To engage with CAPITA department to ensure appropriate job descriptions, advertisements and recruitment processes for new appointments
Data Management
- Responsible for implementing consistent, high quality data entry throughout the South East London Breast Screening Service.
- Responsible for ensuring all assessment data is entered onto NBSS (National Breast Screening System) data base including biopsies as recorded by the DATA OFFICE.
- Take a lead role in monitoring and developing the quality of data, as required by the Programme Manager.
- Providing specific on-site support for data entry/queries from the multi-disciplinary team
- Service Lead on the Quarterly Data Meeting with the Breast Screening HUB Data Team.
- Responsible for the timely liaison with Hitachi Service Desk in the event of NBSS data base system anomalies
- Provision of regular performance reports/analysis that demonstrate a detailed level of service knowledge and understanding, as requested by SQAS, DoS, Pathology and London Breast Screening Administration HUB
- Be an expert user of relevant data collection and information systems - recognised contact.
- Responsible for the timely investigation and prompt response to queries regarding data accuracy and produce regular reports in accordance with agreed standards and timescales- KC62, BASOX (Surgery audit) and BQA (Pathology audit). In conjunction with Director of Screening and Pathology leads.
- The timely submission of quarterly FDS/62 day treatment data for Commissioners, including breach reasons
- The timely submission of quarterly complaint/compliment data for Commissioners
- Responsible for ensuring records are kept up to date and stored safely to ensure compliance with good work practices
- Ensure data completeness and run specific data reports as directed by the Programme Manager
- Run monthly NBSS Film Reading statistics
- Run the monthly SLAM (Core Contract and VHR Screening) forwarding to finance
- Production of the Breast Radiology departmental monthly scorecard
- Run BS-Select outcome/monitoring reports at required frequency to ensure Higher Risk Subject NTDD compliance
- Provide Consultant FRQA and interventional data as required for annual appraisal
- Ensure that all available clinical data is scanned onto each client record and then inform and liaise with the London Hub accordingly
- Unequivocal understanding of histopathology, surgical and oncology data and pathological terms and to enter this information on to NBSS; there will be a need to understand the multi lesion data entry in order to complete the data entry accurately.
- Validate and respond to monthly SQOE (Open Episode) Reports, specifically SASP5 & SASP6
- Creation and development of new data processes for service improvement for both internal and external stakeholders
- Ensure collected data is filed appropriately and dealt with in accordance with IG policies.
- Management of Interval Cancer cases for review in conjunction with SQAS and Consultant Radiologist Lead.
- Management of Previously Assessed Cancers (Interval and Screen Detected)
- Participate in annual BS-SELECT audits
- Responsible for the timely liaison with Kings ICT in the event of data base system anomalies.
Quality Management System
- Overall responsibility for the improvement and maintenance of the existing Quality Management System which is held on programmes database-Q-Pulse
- To liaise with discipline leads when non-conformance has been identified and a definitive resolution has not been pinpointed
- Ensure that there are documented procedures which adequately describe the breast screening processes which comply with National Breast Screening Programme guidance (i.e. Right Results) and recommendations from professional bodies i.e. Royal College of Radiologists
- The issue and control of documentation including the Right Results Procedures and Procedures and work instructions for Radiology, Radiography, Nursing and Administration
- Responsibility of ensuring that all staff are aware of the existence of documentation relating to their work area and signed up to the process and that such documentation is kept up to date in the appropriate locations.
- To write and review relevant protocols in conjunction with discipline leads, ensuring fitness for purpose, relevant involvement and input from staff and successful implementation
- Take responsibility for checking that quality procedures and Work Instructions are kept up-to-date and are in compliance with appropriate standards (i.e. NHS Breast Screening Programme). A feedback on updated Right Results must also be given to SQAS as necessary
- To lead on an audit schedule ensuring that Work Instructions are adhered to by auditing them on a 12 monthly basis and be responsible for co-ordinating audits by discipline leads. Results from these audits will be presented to the Senior Breast Management Team and quality review meetings on a regular basis
- Overall responsibility of clinical and admin audits in conjunction with discipline leads and the Lead QA Radiographer
- To ensure the facilitation of accurate minutes of the monthly QMS meeting and their timely circulation
- To liaise with external agencies as appropriate to the execution and development of the departmental activities i.e. SQAS
- To undertake and analyse a client satisfaction survey at least annually and ad hoc as requested
- To ensure all adverse incidents are reported appropriately, AI forms completed and reported to the Risk Office and inform the Programme Manager of any serious non-compliance to protocols and procedures immediately
- To be responsible for the monthly preparation of the compliments and complaints report from Breast Screening for the monthly QMS Meeting via Patient Experience Report and the collation of local experience feedback from attending clients
- Update the staff compliments and feedback boards at 104 Denmark Hill and Breast Radiology. Ensure individual recognition is conveyed to discipline leads
- To provide support to the Programme Manager and Discipline leads in preparation for the three yearly Quality Assurance Audit Visits including the Right Results Audit Visit
Staff Training
- Keep up-to-date with developments of the NBSP database, NBSS
- Provide Data Office Administration with NBSS data entry and Q-Pulse (QMS management system) training
- Responsible for the addition of new staff to Q-Pulse
- Ensuring all staff are trained in the use of Q-Pulse and appropriate allocation of role specific Work Instructions - multiple disciplines
Finance
- Departmental support for the raising of Requisition/Purchase orders as per service requirements
- Liaise with Finance
Job description
Job responsibilities
The post holder will be an integral part of the South East London Breast Screening Programme, SELBSP. The Programme is responsible to the National Breast Screening Programme and is committed to the protocols and national standards therein. SELBSP is commissioned to invite well women aged 50-70 residing within the geographical boundaries of Bexley, Bromley, Greenwich, Lambeth, Lewisham and Southwark for three yearly mammographic screening.
MAIN DUTIES AND RESPONSIBILITIES
Operational Management
- Be responsible for the day-to-day management of the Call/Recall Screening Service in South East London to required National and local standards. Ensure that all women are called/recalled within National Breast Screening Programme Quality Assurance Standards as directed by the Breast Screening Programme Manager
- To respond to daily problems and ensure that issues are swiftly resolved. Working with the Clinical Director, Radiology Service Manager, Breast Screening Programme Manager and Breast Screening Office Manager to implement longer term solutions to issues raised where required
- As part of the management team represent the Breast Screening Programme to external bodies and meetings as agreed with the Breast Screening Programme Manager
- To represent the non-clinical management team on relevant governance and meetings
- To write and review relevant administrative protocols ensuring fitness for purpose, relevant involvement and input from staff and successful implementation
- To participate in designated projects for the department
Staff Management
- To line manage, support and maintain the overall welfare the Breast Screening Office Manager, Quality & Data Administrative Team (Data Office) and the Family History & Increased Risk Co-ordinators (VHR Programme)
- To provide on-site management support and advice to all staff across SELBSP, to ensure the smooth day-to-day running of the service
- To maintain relevant HealthRoster in respect of staff annual leave monitoring, sickness absence reporting, mandatory training records and appraisal, as per Kings policies
- Report any concerns to the Programme Manager, in the first instance, relating to performance/sickness management and any escalations forwarded to HR as necessary
- To engage with CAPITA department to ensure appropriate job descriptions, advertisements and recruitment processes for new appointments
Data Management
- Responsible for implementing consistent, high quality data entry throughout the South East London Breast Screening Service.
- Responsible for ensuring all assessment data is entered onto NBSS (National Breast Screening System) data base including biopsies as recorded by the DATA OFFICE.
- Take a lead role in monitoring and developing the quality of data, as required by the Programme Manager.
- Providing specific on-site support for data entry/queries from the multi-disciplinary team
- Service Lead on the Quarterly Data Meeting with the Breast Screening HUB Data Team.
- Responsible for the timely liaison with Hitachi Service Desk in the event of NBSS data base system anomalies
- Provision of regular performance reports/analysis that demonstrate a detailed level of service knowledge and understanding, as requested by SQAS, DoS, Pathology and London Breast Screening Administration HUB
- Be an expert user of relevant data collection and information systems - recognised contact.
- Responsible for the timely investigation and prompt response to queries regarding data accuracy and produce regular reports in accordance with agreed standards and timescales- KC62, BASOX (Surgery audit) and BQA (Pathology audit). In conjunction with Director of Screening and Pathology leads.
- The timely submission of quarterly FDS/62 day treatment data for Commissioners, including breach reasons
- The timely submission of quarterly complaint/compliment data for Commissioners
- Responsible for ensuring records are kept up to date and stored safely to ensure compliance with good work practices
- Ensure data completeness and run specific data reports as directed by the Programme Manager
- Run monthly NBSS Film Reading statistics
- Run the monthly SLAM (Core Contract and VHR Screening) forwarding to finance
- Production of the Breast Radiology departmental monthly scorecard
- Run BS-Select outcome/monitoring reports at required frequency to ensure Higher Risk Subject NTDD compliance
- Provide Consultant FRQA and interventional data as required for annual appraisal
- Ensure that all available clinical data is scanned onto each client record and then inform and liaise with the London Hub accordingly
- Unequivocal understanding of histopathology, surgical and oncology data and pathological terms and to enter this information on to NBSS; there will be a need to understand the multi lesion data entry in order to complete the data entry accurately.
- Validate and respond to monthly SQOE (Open Episode) Reports, specifically SASP5 & SASP6
- Creation and development of new data processes for service improvement for both internal and external stakeholders
- Ensure collected data is filed appropriately and dealt with in accordance with IG policies.
- Management of Interval Cancer cases for review in conjunction with SQAS and Consultant Radiologist Lead.
- Management of Previously Assessed Cancers (Interval and Screen Detected)
- Participate in annual BS-SELECT audits
- Responsible for the timely liaison with Kings ICT in the event of data base system anomalies.
Quality Management System
- Overall responsibility for the improvement and maintenance of the existing Quality Management System which is held on programmes database-Q-Pulse
- To liaise with discipline leads when non-conformance has been identified and a definitive resolution has not been pinpointed
- Ensure that there are documented procedures which adequately describe the breast screening processes which comply with National Breast Screening Programme guidance (i.e. Right Results) and recommendations from professional bodies i.e. Royal College of Radiologists
- The issue and control of documentation including the Right Results Procedures and Procedures and work instructions for Radiology, Radiography, Nursing and Administration
- Responsibility of ensuring that all staff are aware of the existence of documentation relating to their work area and signed up to the process and that such documentation is kept up to date in the appropriate locations.
- To write and review relevant protocols in conjunction with discipline leads, ensuring fitness for purpose, relevant involvement and input from staff and successful implementation
- Take responsibility for checking that quality procedures and Work Instructions are kept up-to-date and are in compliance with appropriate standards (i.e. NHS Breast Screening Programme). A feedback on updated Right Results must also be given to SQAS as necessary
- To lead on an audit schedule ensuring that Work Instructions are adhered to by auditing them on a 12 monthly basis and be responsible for co-ordinating audits by discipline leads. Results from these audits will be presented to the Senior Breast Management Team and quality review meetings on a regular basis
- Overall responsibility of clinical and admin audits in conjunction with discipline leads and the Lead QA Radiographer
- To ensure the facilitation of accurate minutes of the monthly QMS meeting and their timely circulation
- To liaise with external agencies as appropriate to the execution and development of the departmental activities i.e. SQAS
- To undertake and analyse a client satisfaction survey at least annually and ad hoc as requested
- To ensure all adverse incidents are reported appropriately, AI forms completed and reported to the Risk Office and inform the Programme Manager of any serious non-compliance to protocols and procedures immediately
- To be responsible for the monthly preparation of the compliments and complaints report from Breast Screening for the monthly QMS Meeting via Patient Experience Report and the collation of local experience feedback from attending clients
- Update the staff compliments and feedback boards at 104 Denmark Hill and Breast Radiology. Ensure individual recognition is conveyed to discipline leads
- To provide support to the Programme Manager and Discipline leads in preparation for the three yearly Quality Assurance Audit Visits including the Right Results Audit Visit
Staff Training
- Keep up-to-date with developments of the NBSP database, NBSS
- Provide Data Office Administration with NBSS data entry and Q-Pulse (QMS management system) training
- Responsible for the addition of new staff to Q-Pulse
- Ensuring all staff are trained in the use of Q-Pulse and appropriate allocation of role specific Work Instructions - multiple disciplines
Finance
- Departmental support for the raising of Requisition/Purchase orders as per service requirements
- Liaise with Finance
Person Specification
Essential
Essential
- oDegree/NVQ Level 3 in Business Administration or equivalent experience
- oWorking within the NHS National Breast Screening Programme
- oKnowledge of NBSS Computer system
- oExtensive experience with Microsoft Office including Word, PowerPoint and Excel
Desirable
- oProven management/supervisory experience
- oAware of basic Quality Control and Assurance processes
- oWorking towards completion of Management qualification or willingness to undertake training
Person Specification
Essential
Essential
- oDegree/NVQ Level 3 in Business Administration or equivalent experience
- oWorking within the NHS National Breast Screening Programme
- oKnowledge of NBSS Computer system
- oExtensive experience with Microsoft Office including Word, PowerPoint and Excel
Desirable
- oProven management/supervisory experience
- oAware of basic Quality Control and Assurance processes
- oWorking towards completion of Management qualification or willingness to undertake training
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
King's College Hospital NHS Foundation Trust
Address
Breast Screening 1st Floor Camberwell Building
104 Denmark Hill
London
SE5 8RX
Employer's website
https://www.kch.nhs.uk/ (Opens in a new tab)
