Job summary
To perform a variety of patient related clerical duties in the Breast Screening Unit, and on occasions the mobile screening units and the Royal Breast Unit.
Assist in the operation of the NHS Breast Screening Call/Recall system on behalf of Liverpool, Southport & Formby, South Sefton and Knowsley.
To have basic level skills in the production of Breast Screening statistics.
To support the Screening Unit Manager in the efficient running of the Breast Screening Unit.
To deputise in the absence of the Breast Screening Unit Manager.
To work as a team member with the aim of maintaining a high standard of service to patients and staff.
Main duties of the job
Line Management of Band 2 staff and Office Supervision.
Monitor Transfers from NBSS to BS Select, and act on any warnings and rejections.
Check that information received into the BS Select database is correct. Resolve discrepancies.
Maintain information system to advise BS Select of any women not invited because of incorrect information supplied.
Assist Office Manager to maintain a robust call/recall system. Participate in Batch Specification
Participate in the 'failsafe' programme, which identifies women who may have been missed by the normal call/recall process.
Responsible for the maintenance of a system for requesting films from other screening units. Check daily SSPI Warnings on BS Select, and update NBSS as necessary.
Conduct monthly audits on reconciled clinics and results data in accordance with the 'Right Results Protocol'.
To assist in writing and implementation of departmental protocols
About us
Liverpool University Hospitals NHS Foundation Trust comprises Aintree University Hospital, Broadgreen Hospital & Royal Liverpool University Hospital.
We are part of NHS University Hospitals of Liverpool Group, formed on 1 Nov 2024 from the coming together of LUHFT and Liverpool Women's NHS Foundation Trust. The Group was born from a shared aim to improve the care we provide our patients.
UHLG is one of the largest employers in the region, with over 16,800 colleagues dedicated to caring for our communities - from birth and beyond.
For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.
Aintree University Hospitalis the single receiving site for adult major trauma patients in Cheshire and Merseyside and hosts a number of regional services including an award-winning stroke facility.Broadgreen Hospitalis home to elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation.Liverpool Women's Hospitalspecialises in the health of women and babies, delivering over 7,200 babies in the UK's largest single site maternity hospital each year. TheRoyal Liverpool University Hospitalis the largest hospital in the country to provide inpatients with 100% single bedrooms and focuses on complex planned care and specialist services.
For roles at Liverpool Women's, visit theircareers page.
Job description
Job responsibilities
Professional:To be aware of Directorate and Trust policies and guidelines and ensure all these are adhered to.To encourage teamwork by performing duties within the A&C team as and when required. To dress smartly in accordance with the requirements of the Directorate, adhering to the departmental A&C dress code.To maintain behaviour in keeping with a member of the professional team and to co-operate with and gain an understanding of the professional roles of others.To remain up to date with changing practices and make use of all training and development opportunities, including first line management training.To take an interest in self-development and updating, and to participate in an annual appraisal with the designated manager.To maintain continuity of service by liaising with the Screening Unit Manager when booking annual leave to ensure adequate cover is available.To work closely with the multi-disciplinary team to maintain recognised standards promoting efficient service management.To be aware of Breast Screening Key Performance Indicators, and the implications of not meeting these.Main Duties:Monitor Transfers from NBSS to BS Select, and act on any warnings and rejections.Check that information received into the BS Select database is correct. Resolve discrepancies.Maintain information system to advise BS Select of any women not invited because of incorrect information supplied.Assist Office Manager to maintain a robust call/recall system. Participate in Batch SpecificationParticipate in the failsafe programme, which identifies women who may have been missed by the normal call/recall process.Responsible for the maintenance of a system for requesting films from other screening units. Check daily SSPI Warnings on BS Select, and update NBSS as necessary.Conduct monthly audits on reconciled clinics and results data in accordance with the RightResults Protocol.To assist in writing and implementation of departmental protocolsClerical:The routine operation of agreed appointment systems and procedures.To fully document clients on the computer system.To assist in maintaining the filing systemTo pull mammograms from files, for ad hoc requests.To prepare paperwork for booked clinic appointments and request off site film packets. Input data onto the NHSBSP computer relating to routine results and produce the letters in accordance with the Right Results Protocol.To type up assessment and results clinic letters when required.Communications:To deal with telephone enquiries from members of the public, GP practices, NHS staff etc. To alter appointments on call/recall system on request of client, in line with agreed operations systems.To diffuse and respond to complaints, including face to face, telephone, or email.To liaise with Consultants, Radiologists, Breast Care Nurses, and Radiographers as required.To liaise with other Breast Screening Units or Hospitals as required to request or send films and paperwork.Prepare and send GP reports, and registration changes to the appropriate agencies.Check returned appointment letters to ensure the correct information is held for each lady at all times.Staff:Line management of Band 2 clerical staff, in Static and mobile units. This includes management of annual leave, sickness and first line competency or disciplinary issues.Train new members of staff and provide ongoing training for existing staff ensuring everyone is informed of any changes to protocols.General supervision of clerical staff daily. Including preparation of weekly work rota.Assist in recruitment process and induction of Administration & Clerical Staff to the department.Conduct appraisals liaising with Office Manager to agree a Personal Development plan for staff.Deputise For Screening Unit Manager:Responsible for all staff, organisation and procedures in Managers absence.
Job description
Job responsibilities
Professional:To be aware of Directorate and Trust policies and guidelines and ensure all these are adhered to.To encourage teamwork by performing duties within the A&C team as and when required. To dress smartly in accordance with the requirements of the Directorate, adhering to the departmental A&C dress code.To maintain behaviour in keeping with a member of the professional team and to co-operate with and gain an understanding of the professional roles of others.To remain up to date with changing practices and make use of all training and development opportunities, including first line management training.To take an interest in self-development and updating, and to participate in an annual appraisal with the designated manager.To maintain continuity of service by liaising with the Screening Unit Manager when booking annual leave to ensure adequate cover is available.To work closely with the multi-disciplinary team to maintain recognised standards promoting efficient service management.To be aware of Breast Screening Key Performance Indicators, and the implications of not meeting these.Main Duties:Monitor Transfers from NBSS to BS Select, and act on any warnings and rejections.Check that information received into the BS Select database is correct. Resolve discrepancies.Maintain information system to advise BS Select of any women not invited because of incorrect information supplied.Assist Office Manager to maintain a robust call/recall system. Participate in Batch SpecificationParticipate in the failsafe programme, which identifies women who may have been missed by the normal call/recall process.Responsible for the maintenance of a system for requesting films from other screening units. Check daily SSPI Warnings on BS Select, and update NBSS as necessary.Conduct monthly audits on reconciled clinics and results data in accordance with the RightResults Protocol.To assist in writing and implementation of departmental protocolsClerical:The routine operation of agreed appointment systems and procedures.To fully document clients on the computer system.To assist in maintaining the filing systemTo pull mammograms from files, for ad hoc requests.To prepare paperwork for booked clinic appointments and request off site film packets. Input data onto the NHSBSP computer relating to routine results and produce the letters in accordance with the Right Results Protocol.To type up assessment and results clinic letters when required.Communications:To deal with telephone enquiries from members of the public, GP practices, NHS staff etc. To alter appointments on call/recall system on request of client, in line with agreed operations systems.To diffuse and respond to complaints, including face to face, telephone, or email.To liaise with Consultants, Radiologists, Breast Care Nurses, and Radiographers as required.To liaise with other Breast Screening Units or Hospitals as required to request or send films and paperwork.Prepare and send GP reports, and registration changes to the appropriate agencies.Check returned appointment letters to ensure the correct information is held for each lady at all times.Staff:Line management of Band 2 clerical staff, in Static and mobile units. This includes management of annual leave, sickness and first line competency or disciplinary issues.Train new members of staff and provide ongoing training for existing staff ensuring everyone is informed of any changes to protocols.General supervision of clerical staff daily. Including preparation of weekly work rota.Assist in recruitment process and induction of Administration & Clerical Staff to the department.Conduct appraisals liaising with Office Manager to agree a Personal Development plan for staff.Deputise For Screening Unit Manager:Responsible for all staff, organisation and procedures in Managers absence.
Person Specification
Qualifications
Essential
- 5 GCSEs (or equivalent) grade C or above, to include Maths and English
- NVQ 3 / equivalent healthcare or administration
Experience
Essential
- Dealing with the public, both on the telephone and in person.
- Demonstrable experience of working in a busy office environment, utilising both administrative and organisational skills.
- Previous line management experience. Supervisory experience.
Desirable
- Experience of NHS computer systems.
- Formal I.T qualification, ECDL or equivalent. Medical or audio typing experience
- Knowledge of the Breast Screening Programme
Knowledge
Essential
- Understand the critical importance of confidentiality.
Desirable
- Evidence of recent self and professional development
Skills
Essential
- Proven ability to meet deadlines.
- Excellent communication and interpersonal skills.
- Ability to maintain accurate records
- Able to work within a multidisciplinary team independently.
Desirable
- Ability to produce basic spreadsheets
other
Essential
- Use own initiative and support other members of staff.
Person Specification
Qualifications
Essential
- 5 GCSEs (or equivalent) grade C or above, to include Maths and English
- NVQ 3 / equivalent healthcare or administration
Experience
Essential
- Dealing with the public, both on the telephone and in person.
- Demonstrable experience of working in a busy office environment, utilising both administrative and organisational skills.
- Previous line management experience. Supervisory experience.
Desirable
- Experience of NHS computer systems.
- Formal I.T qualification, ECDL or equivalent. Medical or audio typing experience
- Knowledge of the Breast Screening Programme
Knowledge
Essential
- Understand the critical importance of confidentiality.
Desirable
- Evidence of recent self and professional development
Skills
Essential
- Proven ability to meet deadlines.
- Excellent communication and interpersonal skills.
- Ability to maintain accurate records
- Able to work within a multidisciplinary team independently.
Desirable
- Ability to produce basic spreadsheets
other
Essential
- Use own initiative and support other members of staff.
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).
