Job summary
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.
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 more than 15,000 staff based across South East London. The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of 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 aim to take Team King's to another level.
We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.
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.
Job description
Job 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.
Job description
Job 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.
Person Specification
Essential Criteria
Essential
- oGCSE A-C grade in English and Maths or equivalent
- oECDL or proven equivalent experience in MS packages, e-mail and internet browsers
- oPrevious customer service experience. Clerical and reception duties coupled with the ability to liaise effectively with all levels of staff
- oExcellent written and verbal communication skills combined with an effective and courteous telephone manner
Desirable
- oKnowledge of NBSS database
- oKnowledge of EPIC
Person Specification
Essential Criteria
Essential
- oGCSE A-C grade in English and Maths or equivalent
- oECDL or proven equivalent experience in MS packages, e-mail and internet browsers
- oPrevious customer service experience. Clerical and reception duties coupled with the ability to liaise effectively with all levels of staff
- oExcellent written and verbal communication skills combined with an effective and courteous telephone manner
Desirable
- oKnowledge of NBSS database
- oKnowledge of EPIC
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).
