Data and Office Manager Support

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King's College Hospital NHS Foundation Trust is one of the UK's largest and busiest teaching Trusts with a turnover of c£1.7 billion, 1.5 million patient contacts a year and more than 15,000 staff based across 5 main sites in South East London. The Trust provides a full range of local hospital services across its different sites, and specialist services from King's College Hospital (KCH) sites at Denmark Hill in Camberwell and at the Princess Royal University Hospital (PRUH) site in the London Borough of Bromley.

Job overview

Responsible and committed to the protocols and standards of the NHSE commissioned National Breast Screening Programme. The South East London Breast Screening Programme (SELBSP) invites well women, between the ages of 50 - 70, for triannual mammographic breast screening. Our eligible clients are resident within the boroughs of Bexley, Bromley, Greenwich, Lewisham, Lambeth and Southwark. SELBSP also facilitates within the National Programme a Very High Risk Screening Programme and in addition offers a Family History Moderate and High Risk service.

Main duties of the job

The post holder will fulfil a unique bridging role within our screening service. Working as a strategic member of the SELBSP administrative and data teams as well as cultivating a close professional relationship with Breast Radiology colleagues. The duties of the post holder will be undertaken in accordance within the guidelines, protocols and procedures of the NHS Breast Screening Programme. Assisting and deputising, as required, for the Breast Screening Office (BSO) Manager with regards to the computerised Call/Recall system inviting by Next Test Due Date (NTDD) approximately 85,000 clients per annum. You will ensure the communication and authorisation of batch counts are agreed by both the service and the London Administration HUB. You will be integral to managing the batch audit specifications within BS-Select to invite as per the SELBSP three year round plan, following the client's right result screening pathway whilst maintaining key performance indicators (KPI's). Core data responsibilities will be the timely collation and presentation of symptomatic breast imaging to enable the review of Interval Cancers and the accurate recording of surgical histology facilitating the conclusion of the administrative management of the process.

Working for our organisation

King's College Hospital NHS Foundation Trust is one of the UK's largest and busiest teaching Trusts with a turnover of £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 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.

Detailed job description and main responsibilities

To assist with and deputise for, as required, the BSO Manager with the planning and creating of Batch specifications for the 3 yearly Call/Recall programme for South East London.
• Liaise with the London Administration HUB in regard to batch specification and audit queries resulting in an agreed site count and batch completion
• Work collaboratively with the BSO Manager, Administration Delivery Manager and the Programme Manager in assisting, devising and maintaining the comprehensive 3 yearly NTDD plan for Call/Recall programme, as outlined by the National Programme
• Record all Batch counts, start and end dates and location in 3 year round plan and update the London Hub
• Maintain an overview of clinic capacity, identifying under utilisation to the management team
• Attend Call/Recall Meetings with internal management team and the HUB to update and advise of any changes to the 3 year plan that may affect the running and maintenance of the programme

• Merging duplicate registrations on NBSS, and notifying the Exeter team of any records on BS-Select that require merging with the support of Hitachi as necessary
• To advise BS-Select team of any duplicate registrations which come to light
• Ensure that the weekly Disaster Recovery Report is run and saved to the shared K: drive
• Manage and complete the weekly "wrap-up list" - clients unable to book

• Write and amend Work Instructions relating to all administration tasks within the Breast Screening Office
• To assist in the undertaking of regular audits to ensure protocol compliance and take corrective action where required

• Deal with any day-to-day queries that the admin team members may have which will include training and advice
• Check BS-Select open episode report and action any necessary episodes which need closing as SQAS guidelines state all episodes need to be closed within 6 months
• Create NBSS log on details for new members of the breast screening team, also set up logon details for new clinical staff
• Access NBSS System Manager to reset passwords for both admin and clinical users
• Monitor and highlight to the clinical team when there is a possibility that clinic reporting and outstanding discussions have the potential to breach KPI`s
• Verify the interval cancer list that is sent through by the London Hub confirming true interval status
• Action the SHIM list as provided by SQAS
• Preparing the interval cancer packets for ongoing interval cancer reviews
  • Requesting symptomatic breast images, via Image Exchange Portal (IEP) for inclusion on SECTRA PACS-ensuring the Breast PACS Team specify the images for longevity
  • Obtaining all surgical histology from external hospital pathology labs and EPIC
  • Ensure the accurate recording of surgical histology
  • Instigate Duty of Candour process for Interval cases classified as Category 3

• To assist the BSO Manager in line managing administrative staff within the "104 Denmark Hill" Breast Screening Office
• Be active in the recruitment, interview and selection process of new staff
• Provide "in-house" NBSS System training for all staff members
• Ensure full training in office protocols and failsafe procedures for all staff joining the breast screening office
• Assist with System Upgrades and first line report between Hitachi (NBSS support) and Kings ICT

• To ensure that the Hub is kept informed of any notification that a client has either had a bi-lateral mastectomy, terminally ill or wishes to be withdrawn from the screening programme. Which they obtain and validate and authorise
• To assist and support all managerial staff with any necessary tasks to improve the service.
• To assist the BSO Supervisor to ensure that office supplies and equipment are ordered as necessary and invoices are correctly processed in a timely manner

• Ensuring that the "104 Denmark Hill" office environment and facilities are managed within the context of the Trust's Health and Safety Policies and that all staff are aware of their own responsibilities regarding maintenance of the area, general safety, security, upkeep of the screening premises (including burglar/fire alarm system service contracts)
• Undertake the responsibility of Fire Warden

• Be confident and competent in managing the day-to-day workflow and undertaking of the routine administrative tasks of the department - including the booking of routine/self-referral and technical recall appointments
• 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 prioritise, plan and organise own workload unsupervised, using initiative in the absence of other team members and to be able to work autonomously
• Keep all mandatory training up to date via LEAP

This job description is intended as a guide to the general scope of duties and is not intended to be definitive or restrictive. It is expected that some of the duties will change over time and this description will be subject to review in consultation with the post holder.

Person specification

Education and Qualifications

Essential criteria

• GCSE A-C grade in English and Maths or equivalent
• ECDL or proven equivalent experience in MS Office packages, e-mail and internet browsers. Excellent keyboard skills

Desirable criteria

• Previous supervisory/management responsibility

Knowledge and Experience

Essential criteria

• Working within a NHS environment
• Previous customer service experience. Clerical and reception duties coupled with the ability to liaise effectively with all levels of staff
• Knowledge of administrative practice

Desirable criteria

• Experience of working in a Breast Screening environment
• Knowledge of NBSS database
• Familiarity with medical terminology (pathology/histology)

IMPORTANT

• Check your email account regularly as this is how we will communicate with you
• If you delete the job from any of your accounts, you may be prevented from accessing further communications
• To enquire about your application or inform us of any changes in your circumstances, please contact the named person on this advert
• Please provide email addresses for referees where possible
• Click here to see the range of benefits we offer
• Please review the documentation on our recruitment microsite, particularly the Trust's criminal records checking policy
• All staff have a responsibility for safeguarding children and vulnerable adults and for ensuring they are aware of the specific duties relating to their role.
• Due to a high volume of applications, this advert might close before the displayed closing date. It is therefore recommended that you apply promptly

King's College Hospital NHS Foundation Trust Annual Reports and Other Corporate Publications

King's Health Partners Academic Health Science Centre Website

King's College Hospital is part of King's Health Partners Academic Health Sciences Centre (AHSC), a pioneering collaboration between King's College London, and Guy's and St Thomas', King's College Hospital and South London and Maudsley NHS Foundation Trusts.

Employer certification / accreditation badges

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

• Data and Office Manager Support Job Description (PDF, 392.4KB)
• Data and Office Manager Support Person Specification (PDF, 264.4KB)
• Denmark Hill Site Map (PDF, 1.2MB)
• Visa and Sponsorship Information (PDF, 352.6KB)