Job summary
The post holder will be an integral part of the South East London Breast Screening Programme.
The Programme is responsible to the National Breast Screening Programme and is committed to the protocols and national standards therein, and is commissioned to invite well women between the ages of 50-70 for 3 yearly breast mammography and resident within the boroughs of Bexley, Bromley, Greenwich, Lewisham, Lambeth and Southwark.
The Office Manager will manage the round plan in collaboration with the Programme Manager and the Administration Delivery Manager and the London Hub. This person will work closely within a multidisciplinary team within the Breast Screening Programme and The London Hub.
The Office manager will be involved with the invitation and results of all women attending for breast screening. The service invites around 80,000 women per year.
To be responsible for the work flow of the administrators making sure to adhere to the strict QA breast screening guidelines and Key Performance Indicators.
Communication with a wide range of people, radiographers, radiologists and the London Hub using initiative to resolve problems, and to develop the trust and commitment of the team.
The duties of the post holder are in accordance with the written protocols and procedures of the NHS Breast Screening Programme
Main duties of the job
The post holder will be responsible for managing and coordinating all administrative elements of the Breast Screening Call/Recall Service, ensuring compliance with the National Breast Screening Programme standards.
About us
The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is 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
Key Responsibilities
Service Planning and Call/Recall Management
- Advise the London Hub on batches to be specified using the 3-year round plan, ensuring communication and authorisation of batch counts.
- Work with the Administration Delivery Manager and Programme Manager to devise and maintain comprehensive 3-year call/recall plans.
- Attend weekly planning meetings with management and the London Hub, providing updates and advising on any changes that may impact service delivery.
- Record batch counts, start and end dates, and clinic locations in the 3-year plan, updating the Hub fortnightly.
- Support planning of mobile van moves and liaise with the Deputy Service Manager as required.
- Ensure that clinic capacity is fully utilised, identifying risks to KPIs and informing the London Hub of where to target resources.
- Highlight to the clinical team where clinic workload may compromise KPIs.
Systems and Data Management
- Utilise NBSS and BS Select functions to manage batching, reporting, and audit requirements.
- Merge duplicate registrations on NBSS, notifying Exeter of any records requiring merging on BS Select.
- Action women moving out of area reports and new joiners identified on BS Select.
- Maintain out-code groups on BS Select, carrying out monthly allocation checks.
- Monitor BS Select Open Episode reports weekly, investigating and closing episodes within 6 months in line with QA guidance.
- Run BS Select estimates reports as required.
- Liaise with Hitachi and ICT teams regarding NBSS queries, server upgrades, and new releases.
- Manage NBSS log-on details and access for new staff; reset passwords via System Manager as required.
- Ensure all queries on the Breast Screening Information System Dashboard are resolved in a timely manner.
To assist the Data and Office Manager Support to ensure that office supplies and equipment are ordered as necessary and invoices are correctly processed in a timely manner.
- To Chair regular administrative team meetings and act on any instructions accordingly and appropriately.
Results and Quality Assurance
- Ensure all results letters are distributed by the London Hub within set targets.
- Review and confirm interval cancer lists received from the Hub.
- Prepare interval cancer packets for monthly reviews, obtaining images (SECTRA/PACS) and pathology reports from hospital labs.
- Write, update, and maintain Work Instructions (WIs) and audits for administrative tasks.
- Support paper-lite processes, manage breaches, wrap-up lists, and ensure accurate audit trails.
Staff Management and Development
- Line manage administrative officers, including annual leave, sickness absence, disciplinary management, and appraisals, using Health Roster and LEAP.
- Assist with finalising monthly rosters in collaboration with the Admin Delivery Manager and Programme Manager.
- Manage prep and staff rotas to ensure service delivery.
- Assist in recruitment, induction, and training of new staff, ensuring induction checklists are completed.
- Provide day-to-day advice and support to admin team members.
Staff Training
- Ensure training of all A & C office staff in South East London Breast Screening Programme on the NBSS system and any upgrades as required is carried out
- Assist the Administration Delivery Manager in setting up and running appropriate NBSS training programmes and BS Select, EPIC for all new A & C staff joining the breast screening office
- Governance and Compliance
- Ensure mandatory training on LEAP is completed by self and staff.
- Support audits, monitoring, and compliance with national programme standards.
- Ensure timely booking of special clients, liaising with the radiographic management team where capacity issues arise.
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.
To assist and support all managerial staff with any necessary tasks to improve the service
Safe Guarding
The Trust takes the issues of Safeguarding Children, Adults and addressing Domestic Abuse very seriously. All employees have a responsibilityto support the organisation in our duties by;
- attending mandatory training on safeguarding children and adults
- familiarising themselves with the Trust's processes for reporting concerns
- reportingany safeguarding child or adult concerns appropriately
Infection Control Statement
The post holder has an important responsibility for and contribution to infection control and must be familiar with the infection control and hygiene procedures and requirements when in clinical areas.
The post holder has an important responsibility for and contribution to make to infection control and must be familiar with the infection control and hygiene requirements of this role.
These requirements are set out in the National Code of Practice on Infection Control and in local policies and procedures which will be made clear during your induction and subsequent refresher training. These standards must be strictly complied with at all times.
Job description
Job responsibilities
Key Responsibilities
Service Planning and Call/Recall Management
- Advise the London Hub on batches to be specified using the 3-year round plan, ensuring communication and authorisation of batch counts.
- Work with the Administration Delivery Manager and Programme Manager to devise and maintain comprehensive 3-year call/recall plans.
- Attend weekly planning meetings with management and the London Hub, providing updates and advising on any changes that may impact service delivery.
- Record batch counts, start and end dates, and clinic locations in the 3-year plan, updating the Hub fortnightly.
- Support planning of mobile van moves and liaise with the Deputy Service Manager as required.
- Ensure that clinic capacity is fully utilised, identifying risks to KPIs and informing the London Hub of where to target resources.
- Highlight to the clinical team where clinic workload may compromise KPIs.
Systems and Data Management
- Utilise NBSS and BS Select functions to manage batching, reporting, and audit requirements.
- Merge duplicate registrations on NBSS, notifying Exeter of any records requiring merging on BS Select.
- Action women moving out of area reports and new joiners identified on BS Select.
- Maintain out-code groups on BS Select, carrying out monthly allocation checks.
- Monitor BS Select Open Episode reports weekly, investigating and closing episodes within 6 months in line with QA guidance.
- Run BS Select estimates reports as required.
- Liaise with Hitachi and ICT teams regarding NBSS queries, server upgrades, and new releases.
- Manage NBSS log-on details and access for new staff; reset passwords via System Manager as required.
- Ensure all queries on the Breast Screening Information System Dashboard are resolved in a timely manner.
To assist the Data and Office Manager Support to ensure that office supplies and equipment are ordered as necessary and invoices are correctly processed in a timely manner.
- To Chair regular administrative team meetings and act on any instructions accordingly and appropriately.
Results and Quality Assurance
- Ensure all results letters are distributed by the London Hub within set targets.
- Review and confirm interval cancer lists received from the Hub.
- Prepare interval cancer packets for monthly reviews, obtaining images (SECTRA/PACS) and pathology reports from hospital labs.
- Write, update, and maintain Work Instructions (WIs) and audits for administrative tasks.
- Support paper-lite processes, manage breaches, wrap-up lists, and ensure accurate audit trails.
Staff Management and Development
- Line manage administrative officers, including annual leave, sickness absence, disciplinary management, and appraisals, using Health Roster and LEAP.
- Assist with finalising monthly rosters in collaboration with the Admin Delivery Manager and Programme Manager.
- Manage prep and staff rotas to ensure service delivery.
- Assist in recruitment, induction, and training of new staff, ensuring induction checklists are completed.
- Provide day-to-day advice and support to admin team members.
Staff Training
- Ensure training of all A & C office staff in South East London Breast Screening Programme on the NBSS system and any upgrades as required is carried out
- Assist the Administration Delivery Manager in setting up and running appropriate NBSS training programmes and BS Select, EPIC for all new A & C staff joining the breast screening office
- Governance and Compliance
- Ensure mandatory training on LEAP is completed by self and staff.
- Support audits, monitoring, and compliance with national programme standards.
- Ensure timely booking of special clients, liaising with the radiographic management team where capacity issues arise.
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.
To assist and support all managerial staff with any necessary tasks to improve the service
Safe Guarding
The Trust takes the issues of Safeguarding Children, Adults and addressing Domestic Abuse very seriously. All employees have a responsibilityto support the organisation in our duties by;
- attending mandatory training on safeguarding children and adults
- familiarising themselves with the Trust's processes for reporting concerns
- reportingany safeguarding child or adult concerns appropriately
Infection Control Statement
The post holder has an important responsibility for and contribution to infection control and must be familiar with the infection control and hygiene procedures and requirements when in clinical areas.
The post holder has an important responsibility for and contribution to make to infection control and must be familiar with the infection control and hygiene requirements of this role.
These requirements are set out in the National Code of Practice on Infection Control and in local policies and procedures which will be made clear during your induction and subsequent refresher training. These standards must be strictly complied with at all times.
Person Specification
Essential
Essential
- Degree/NVQ Level 3 in Business Administration or equivalent experience
- Experience of working within the NHS National Breast Screening Programme
- Proven management/supervisory experience
- Extensive experience with Microsoft Office including Word, PowerPoint, Excel, Teams
- Excellent written and verbal communication skills combined with an effective and courteous telephone manner
- High level of numerical and data analytical skill including spreadsheets and databases
- Ability to work under pressure and exercise judgement when dealing with enquiries and within a co-operative multi-disciplinary team based environment
Desirable
Person Specification
Essential
Essential
- Degree/NVQ Level 3 in Business Administration or equivalent experience
- Experience of working within the NHS National Breast Screening Programme
- Proven management/supervisory experience
- Extensive experience with Microsoft Office including Word, PowerPoint, Excel, Teams
- Excellent written and verbal communication skills combined with an effective and courteous telephone manner
- High level of numerical and data analytical skill including spreadsheets and databases
- Ability to work under pressure and exercise judgement when dealing with enquiries and within a co-operative multi-disciplinary team based environment
Desirable
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
King's College Hospital NHS Foundation Trust
Breast Screening,104 Denmark Hill
Camberwell
SE5 8RX
Employer's website
https://www.kch.nhs.uk/ (Opens in a new tab)
