Job summary
An exciting opportunity has arisen within Breast Screening for a highly motivated and enthusiastic individual to join our friendly, professional team.
This post offers the opportunity to work in a challenging and changing environment while gaining wide experience across all breast imaging services.
Ideally with a background in NHS administration and systems, you will be committed to delivering high standards of work as part of a busy team.
This post is for 37.5 hours per week working Monday to Friday, 08:30 to 17:00
Evidence of qualifications listed in the person specification will be required at interview.
Main duties of the job
The post holder will form part of the WWL Breast Imaging team including the South Lancashire Breast Screening Programme, the Symptomatic Breast Service and the Family History Service.
The post holder will provide comprehensive administrative and clerical support to the administrative team and associated health professionals. This includes collation, verification and audit of data within all breast imaging services, providing a high-quality service with a high level of patient care.
About us
Choose Well - Choose WWL
Wrightington, Wigan and Leigh Teaching Hospitals, NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that 'happy staff, makes for happy patients'. We have a recognised track record in staff engagement, and living our values 'the WWL Way'.
WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.
On-Call
Please note that senior positions (AFC band 8A or above) may be expected to participate in an on-call rota, if the role is predominantly operational.
Job description
Job responsibilities
Key results from the job holder
- Provide first-line support for operational issues e.g., management of urgent/routine workloads, taking appropriate action and escalating, where required, to the Administration Manager.
- Assist the Family History Coordinator in all administration aspects of the Family History Service and Very High Risk Breast Screening, ensuring patients follow correct surveillance pathways in a timely manner, in accordance with NHSBSP/NICE guidelines and Trust policy.
- Working closely with the Breast MDT Coordinator and Consultant PAs, prepare patient information, including imaging, for the radiological aspects of the weekly breast MDT meeting.
- Collate and input pathology, surgery and oncology information for all screen detected malignant and benign breast disease on to the National Breast Screening System, NBSS.
- Undertake consistent, accurate and regular maintenance of patient data.
- Demonstrate a sound knowledge of the service, in order to contribute to, and inform decision making.
- Deliver high levels of customer services to users. Assess, problem solve and/or report, in a timely and pro-active manner, when these standards have not been met.
- Provide administrative support including the use of electronic systems and diary management.
- Co-operate with all disciplines when receiving telephone, electronic, and all other requests or enquires from a multitude of sources, exercising initiative, problem solving or escalating as appropriate.
- Operate numerous relevant Trust IT systems, inputting, updating and maintaining patient information to the standards expected by the Directorate and the Trust.
- Monitor data quality within Radiology IT systems, ensuring consistency, accuracy and timeliness of data.
- Provide statistical information when required for audit purposes.
- Analyse routine audit reports and take appropriate action.
- Exercise judgement when dealing with patient enquiries, analysing and resolving problems at source, demonstrating tact, empathy and providing reassurance where necessary.
- Possess an understanding of the Trust complaints procedures and use initiative to resolve patient/public concerns, escalating outstanding concerns as required.
- Under the supervision of the senior administration team, audit, review and update relevant procedural documents.
- Be accountable for own actions.
- Plan and prioritise own workload, exercising a degree of independence, initiative and judgement to meet service demands.
- Seek advice for those duties/tasks which go beyond prescribed schemes of work.
Planning and Organisational Duties
- Liaise with referrers, patients and carers, answering queries and arranging appropriate appointments.
- Support the senior administration team in allocating and arranging patient appointments to maximise effective service delivery, recognising the differing priorities placed on some imaging referrals.
- Ensure all relevant historical patient data is available at the patient attendance, including retrieval of images from external organisations via the Image Exchange Portal (IEP).
- Monitor stationary/clinical stock levels within the department and order supplies where appropriate.
- Respond to data requests eg from the Trust legal team, in a timely manner, adhering to Trust information governance policies and procedures.
- Assist in general housekeeping duties to maintain a clean, tidy and safe working environment, identifying and reporting any risks or hazards to the senior administration team.
- Support the Department and Service as dictated by the Directorate and the Trust.
Communications and Key Working Relationships
- Participate in regular senior administration team meetings, maintaining knowledge of working practices and highlighting potential service improvement.
- Assist in the promotion of an open, welcoming, patient-centred culture for service users. Seek and support feedback from service users to inform service improvement.
- Adapt communication style to effectively respond to service users with communication difficulties and psychological, social, physical, and spiritual needs.
- Liaise with North-West Ambulance Service (NWAS) to effectively manage patient attendances requiring the use of patient transport.
- Liaise with Trust wards, other departments and medical staff regarding in-patient and out-patient examinations.
- Communicate effectively and cooperate with internal and external sources, both clinical and non-clinical eg patients, clinicians, Trust staff, Directorate staff, solicitors regarding the continuity of patient care and treatment.
Responsibility for Finance
- Ensure the efficient and cost-effective use of resources within the departmental offices.
Responsibility for Human Resources
- Comply with Trust Policies and procedures including Code of Conduct and Data Protection.
- Comply with mandatory training requirements in accordance with Trust policy.
- Maintain a portfolio of competencies showing evidence of lifelong learning.
- Actively participate in appraisal and supervision systems.
Responsibility for Health & Safety
Compliance with the Health & Safety at Work Act 1974 the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.
Responsibility for Teaching
- Support the induction of new staff sharing knowledge/experience of work practices, identifying and supporting training requirements.
- Provide cross-cover for absent administration staff where necessary and co-ordinate leave amongst the administrative assistants to ensure continuity of service.
- Facilitate a supportive learning environment that enables all members of the administration assistant team to develop and fulfil their potential.
Work Circumstances & on-call
- Prolonged periods of sitting/standing desk-based working
- Continual use of display screen equipment and prolonged periods where high levels of concentration are required.
Job description
Job responsibilities
Key results from the job holder
- Provide first-line support for operational issues e.g., management of urgent/routine workloads, taking appropriate action and escalating, where required, to the Administration Manager.
- Assist the Family History Coordinator in all administration aspects of the Family History Service and Very High Risk Breast Screening, ensuring patients follow correct surveillance pathways in a timely manner, in accordance with NHSBSP/NICE guidelines and Trust policy.
- Working closely with the Breast MDT Coordinator and Consultant PAs, prepare patient information, including imaging, for the radiological aspects of the weekly breast MDT meeting.
- Collate and input pathology, surgery and oncology information for all screen detected malignant and benign breast disease on to the National Breast Screening System, NBSS.
- Undertake consistent, accurate and regular maintenance of patient data.
- Demonstrate a sound knowledge of the service, in order to contribute to, and inform decision making.
- Deliver high levels of customer services to users. Assess, problem solve and/or report, in a timely and pro-active manner, when these standards have not been met.
- Provide administrative support including the use of electronic systems and diary management.
- Co-operate with all disciplines when receiving telephone, electronic, and all other requests or enquires from a multitude of sources, exercising initiative, problem solving or escalating as appropriate.
- Operate numerous relevant Trust IT systems, inputting, updating and maintaining patient information to the standards expected by the Directorate and the Trust.
- Monitor data quality within Radiology IT systems, ensuring consistency, accuracy and timeliness of data.
- Provide statistical information when required for audit purposes.
- Analyse routine audit reports and take appropriate action.
- Exercise judgement when dealing with patient enquiries, analysing and resolving problems at source, demonstrating tact, empathy and providing reassurance where necessary.
- Possess an understanding of the Trust complaints procedures and use initiative to resolve patient/public concerns, escalating outstanding concerns as required.
- Under the supervision of the senior administration team, audit, review and update relevant procedural documents.
- Be accountable for own actions.
- Plan and prioritise own workload, exercising a degree of independence, initiative and judgement to meet service demands.
- Seek advice for those duties/tasks which go beyond prescribed schemes of work.
Planning and Organisational Duties
- Liaise with referrers, patients and carers, answering queries and arranging appropriate appointments.
- Support the senior administration team in allocating and arranging patient appointments to maximise effective service delivery, recognising the differing priorities placed on some imaging referrals.
- Ensure all relevant historical patient data is available at the patient attendance, including retrieval of images from external organisations via the Image Exchange Portal (IEP).
- Monitor stationary/clinical stock levels within the department and order supplies where appropriate.
- Respond to data requests eg from the Trust legal team, in a timely manner, adhering to Trust information governance policies and procedures.
- Assist in general housekeeping duties to maintain a clean, tidy and safe working environment, identifying and reporting any risks or hazards to the senior administration team.
- Support the Department and Service as dictated by the Directorate and the Trust.
Communications and Key Working Relationships
- Participate in regular senior administration team meetings, maintaining knowledge of working practices and highlighting potential service improvement.
- Assist in the promotion of an open, welcoming, patient-centred culture for service users. Seek and support feedback from service users to inform service improvement.
- Adapt communication style to effectively respond to service users with communication difficulties and psychological, social, physical, and spiritual needs.
- Liaise with North-West Ambulance Service (NWAS) to effectively manage patient attendances requiring the use of patient transport.
- Liaise with Trust wards, other departments and medical staff regarding in-patient and out-patient examinations.
- Communicate effectively and cooperate with internal and external sources, both clinical and non-clinical eg patients, clinicians, Trust staff, Directorate staff, solicitors regarding the continuity of patient care and treatment.
Responsibility for Finance
- Ensure the efficient and cost-effective use of resources within the departmental offices.
Responsibility for Human Resources
- Comply with Trust Policies and procedures including Code of Conduct and Data Protection.
- Comply with mandatory training requirements in accordance with Trust policy.
- Maintain a portfolio of competencies showing evidence of lifelong learning.
- Actively participate in appraisal and supervision systems.
Responsibility for Health & Safety
Compliance with the Health & Safety at Work Act 1974 the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.
Responsibility for Teaching
- Support the induction of new staff sharing knowledge/experience of work practices, identifying and supporting training requirements.
- Provide cross-cover for absent administration staff where necessary and co-ordinate leave amongst the administrative assistants to ensure continuity of service.
- Facilitate a supportive learning environment that enables all members of the administration assistant team to develop and fulfil their potential.
Work Circumstances & on-call
- Prolonged periods of sitting/standing desk-based working
- Continual use of display screen equipment and prolonged periods where high levels of concentration are required.
Person Specification
Qualifications
Essential
- Educated to GCE/CSE/GCSE 'O' Level Standard or equivalent
Desirable
Experience
Essential
- Working to deadlines
- Working in an office environment
- Extensive use of hospital/NHS IT systems
- Working as part of a multi-disciplinary team
Desirable
- Working in a hospital environment, particularly within Radiology.
- Working in a customer service environment
- Working within NHSBSP and use of NBSS
Skills
Essential
- Communicate with others effectively using a variety of methods.
- Excellent literacy and numeracy skills.
- Prioritise and organise own workload.
- Work effectively with IT equipment including excellent keyboard skills
- Competent in the use of Microsoft Office packages.
Desirable
- Typing skills
- Analysis of basic reports
Knowledge
Essential
- Administrative working
- NHS IT systems and workflow
Desirable
- Knowledge of NHS waiting time targets and NHSBSP standards.
- Basic medical terminology
- Radiology IT systems and workflow
Additional
Essential
- Ability to work effectively both alone and as part of a team, with a commitment to deliver high standards of care.
- Diplomatic, courteous, patient.
- Reliable, flexible, responsive and proactive.
- Motivate and encourage staff under supervision.
- Work effectively when under pressure
- Use of initiative
- Problem solving
- Think and respond quickly to non-routine queries and situations.
- Able to travel between site within appropriate timescales.
Person Specification
Qualifications
Essential
- Educated to GCE/CSE/GCSE 'O' Level Standard or equivalent
Desirable
Experience
Essential
- Working to deadlines
- Working in an office environment
- Extensive use of hospital/NHS IT systems
- Working as part of a multi-disciplinary team
Desirable
- Working in a hospital environment, particularly within Radiology.
- Working in a customer service environment
- Working within NHSBSP and use of NBSS
Skills
Essential
- Communicate with others effectively using a variety of methods.
- Excellent literacy and numeracy skills.
- Prioritise and organise own workload.
- Work effectively with IT equipment including excellent keyboard skills
- Competent in the use of Microsoft Office packages.
Desirable
- Typing skills
- Analysis of basic reports
Knowledge
Essential
- Administrative working
- NHS IT systems and workflow
Desirable
- Knowledge of NHS waiting time targets and NHSBSP standards.
- Basic medical terminology
- Radiology IT systems and workflow
Additional
Essential
- Ability to work effectively both alone and as part of a team, with a commitment to deliver high standards of care.
- Diplomatic, courteous, patient.
- Reliable, flexible, responsive and proactive.
- Motivate and encourage staff under supervision.
- Work effectively when under pressure
- Use of initiative
- Problem solving
- Think and respond quickly to non-routine queries and situations.
- Able to travel between site within appropriate timescales.
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
Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust
Address
Thomas Linacre Centre
Breast Screening, Suite 5, Thomas Linacre Centre, Parsons Walk
Wigan
WN1 1RU
Employer's website
http://www.wwl.nhs.uk/ (Opens in a new tab)
