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West Sussex Breast Screening Office Manager

4 months ago

West Sussex, United Kingdom University Hospitals Sussex NHS Foundation Trust Full time

Job overview

The West Sussex Breast Screening Service provides a three year rolling programme of breast screening to clients between the ages of 50-71 and an annual screening programme for clients aged 20+ identified as being at very high risk of breast cancer.

The Breast Screening Office Manager is responsible for the screening office which provides the administrative functions for the Breast Screening Programme. The screening office is responsible for overseeing the process of sending invitation letters to women eligible for screening using the National Breast Screening System, based on lists derived from the BS Select system and for making sure all women receive the right result following their screening episode.

Main duties of the job

The post holder must have a minimum of 2-3 years people management/leadership skills. This includes evidence during interview of undertaking appraisals, supporting learning and development, managing absence through the relevant HR policies and being able to evidence examples of people management during the interview.

The post holder must show initiative and excel in working with a team and independently when required.

Basic IT skills using microsoft office word are essential. 

Administrative experience of working within an office environment is essential.

Being able to self reflect on identifying own learning needs and raising this to the Deputy Programme Manager (training will be provided). 

To be kind, respectful and caring to patients and colleagues at all times. 

To be confident in taking minutes during meetings and setting up meetings to support the delivery of the service. 

We are looking for a dedicated and motivated individual that is looking to be part of the Breast Screening team, ensuring they can lead by example.

Working for our organisation

At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First, as shown in our Outstanding for Caring CQC rating. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, and can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 2) and a Veteran Aware Trust. We treat our patients and staff with the same compassion and empathy we expect for ourselves. We’re here for them when they need us, and we go above and beyond to meet their needs. This can be seen in our Wellbeing Programme for staff which is extensive and designed to support you when you need it - because we know that to look after others we must first look after ourselves. As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do. We look forward to receiving your application and the start of your journey with UHSussex.

Detailed job description and main responsibilities

Communication

Working with Trust IT so that remote access to the NBSS system is available to authorised users, including NBSS Support, SQAS and screening histories information manager (SHIM) Attending regional role specific meetings facilitated by SQAS and reviewing and making recommendations relating to NHS BSP guidelines and computer issues through the regional forum Participating in local management meetings such as programme board, senior management team and service staff meetings

Service Delivery and Improvement

Assist with the ongoing maintenance of the 3-year screening round plan, monitoring circumstances so there are no delays to the 36-month recall standard Production of regular breast screening population estimates from BS Select to help produce and maintain the screening round plan To lead on the teams administrative systems and processes and implement improvements to the service on an ongoing basis To assist with quality management systems and regular national and internal audits. Being a named contact point for the management of the national breast screening system (NBSS), having a designated deputy for this role so there is system access and maintenance at all times Issuing user logins and passwords as appropriate Making sure new technology and software updates are installed as necessary on IT systems and identifying and rectifying faults and issuing communications to relevant members of staff Assisting with the production of the KC62, KC63 and the annual NHSBSP and Association of Breast Surgery (ABS) audit of screen detected cancers Participating in the agreement of the service level specification with local commissioning teams Participating in health promotion activities as and when required to meet service demands Participating in the investigation of complaints and incidents relating to the service and, where necessary, reporting to SQAS according to screening guidance and implementing identified corrective procedures

The screening office manager is responsible for day-to-day management of the call and recall system in BS Select ensuring appropriate measures are taken to invite all eligible women this includes:

Running monthly failsafe data batches and making sure the correct results are sent to the right women Participating in the annual external review of BS Select undertaken by NHS Digital and the completion of recommendations Ensuring all monitoring reports are acted upon

The screening office manager manages the processes for women recalled to assessment who fail to attend by:

Issuing a second appointment letter Making sure, if a woman fails to attend a second a time, there are processes for contacting the woman and her primary care team to agree on appropriate further management

The screening office manager makes sure all staff enter data accurately on to NBSS in a timely manner.

The post holder together with the Deputy Programme Manager manages the collection and distribution of NHS BSP performance data and sends information as appropriate to:

GPs SQAS commissioners internal service personnel host trust

The post holder takes part in routine audit and quality assurance visits and interprets and implements changes in national guidance relating to the administrative and clerical functions.

People Management and Development

Managing administrative staff, their recruitment, induction, training and competency, absence policy including following the health and wellbeing policy Undertaking appraisals and overseeing staff personal development

Learning and Development

Attend mandatory training updates as required. Undertake training as necessary in line with the development of the post and as agreed with the line manager as part of the personal development process. Achieve and demonstrate agreed standards of personal and professional development within agreed timescales. Identify own learning needs and jointly plan training requirements with your line manager Participate in the Trust’s appraisal process to discuss how your role will help deliver the best possible care to our patients and help to deliver any changes in service.

Person specification

Experience and Qualifcations

Essential criteria

Experience of working in an Administrative role with a proven record of problem solving. GCSE or equivalent Maths and English High proficiency of working with a range of Microsoft office and databases Undertaking audits, collecting data and evidence of acting upon this

Desirable criteria

ECDL or equivalent IT qualification Experience of NBSS, BS Select and other local Trust IT systems Understanding of the NHS Breast Screening Programme Working within an Health care environment Understanding of information governance and the data protection act

Skills

Essential criteria

High proficiency of working with a range of Microsoft office and databases Computer skills Excellent communication / customer care skills both written and verbal Ability to prioritise and good time management skills. Taking minutes during meetings, room bookings and organising an agenda Competent in resolving patient or team complaints

Desirable criteria

Ability to manage change and unexpected demands

People management and development

Essential criteria

Managing a team of staff for a minimum period of 2-3 years Experience of working in an Administrative role with a proven record of problem solving. Ability to work within a multi-disciplinary framework

Desirable criteria

NVQ L3 in business and administration OR leadership course NVQ L3

Specific Requirements

Essential criteria

Highly motivated and able to motivate others. Able to maintain composure during times of extreme pressure. Commitment to providing a quality service and continuous improvement Works on own initiative within Trust policies. Expected to work independently & autonomously.

EDI

Essential criteria

Evidence of having championed diversity in previous roles (as appropriate to role) Evidence of having undertaken own development to improve understanding of equalities issues