Breast Imaging Administrator, Band 3

at  Gloucestershire Hospitals NHS Foundation Trust

The post is part of a small team responsible for providing all administration elements to the Breast Imaging Department whilst maintaining the highest standards and meeting fluctuations in demand whilst achieving waiting time targets.
To work as part of the Breast Imaging administration team assisting in the efficient delivery of a busy high-quality service providing full administrative support to the Breast Imaging department.
To have excellent administration and communication skills.
To assist with the breast administration of the Breast Screening and Symptomatic Imaging Service countywide ensuring targets are met and to assist in managing the patient’s pathway.
Monitoring and assisting the Programme Manager with the running of the High and Moderate Family History risk screening programmes using various systems
To provide secretarial support to the Imaging Department.
To monitor the Surveillance Programme on a weekly basis ensuring service users are invited, results processed and pendings set at the correct intervals.
To assist with the interval cancer administration process.
To enter a variety of information using the NBSS/ CRIS/ TRAKCARE/ BS SELECT systems including service users registration, appointments, attendance and results which include confidential medical information.
To manage workload under the supervision of the Screening Administration Co-Ordinator.
This is an exciting opportunity for a well organised, committed, enthusiastic and motivated individual to join our specialist team based at Thirlestaine Breast Centre.
We deliver the National Breast Screening Programme for Gloucestershire with a screening population of over 100,000 women. In this role you will work alongside our experienced administration team and closely with the varying Specialities within the breast unit.
We provide all breast outpatient services for those requiring diagnosis or treatment in the county of Gloucestershire.

To provide full administrative support to the Breast Imaging department, including but not limited to:

• Monitoring and assisting the Programme Manager with the running of the High and Moderate Family History risk screening programmes using various systems
• To provide secretarial support to the Imaging Department.
• To monitor the Surveillance Programme on a weekly basis ensuring service users are invited, results processed and pendings set at the correct intervals.
• To monitor and action daily the IEP system for all breast related imaging.
• To assist with the interval cancer administration process.

To enter a variety of information using the NBSS/ CRIS/ TRAKCARE/ BS SELECT systems including service users registration, appointments, attendance and results which include confidential medical information.
To manage workload under the supervision of the Screening Administration Co-Ordinator.

Knowledge, Skills, Experience and Aptitude Required

• Minimum Grade C (4) GCSE in English and Maths or equivalent
• Possess good communication and interpersonal skills.
• Excellent computer / IT skills.
• Excellent telephone manner and communication skills for dealing with service users, general public and staff internal & external to the organisation.
• Good organisational skills to manage and prioritise own workload and to be able to problem solve.
• Excellent and accurate attention to detail
• To ensure that the Trust’s confidentiality policy is followed at all times.
• Knowledge and understanding of medical terminology.
• Ability to do audio / copy typing.
• Ability to remain calm whilst working within a busy, pressurised environment working to agreed standards and protocols whilst achieving targets which can sometimes have challenging timescales.
• Able to multitask.
• Good team working skills and the ability to work without supervision.
• Motivated and innovative
• Will undergo on the job training.
• Annual attendance in the mandatory training programmes.

Key Result Areas

• To monitor the High and Moderate risk screening service users ensuring that they meet the KPI’s for Breast Imaging
• To provide secretarial support to the Service Lead’s, Clinical Director, Lead Radiologist and Programme Manager
• On a daily basis manage the IEP system for all breast related imaging (Mammograms, Ultrasound, MRI’s)
• To monitor the Surveillance Programme on a monthly basis.
• To assist with the interval cancer administration process.
• To undertake reception duties which is shared with the team of Breast Imaging Assistants as the service requires.
• To audio and/or copy type reports and letters for the Medical Staffing Team (Consultant Radiologists, Advanced Practitioners, Consultant Radiographers) to inform GP’s, service users and Surgeons of referrals/results.
• To ensure Mammogram requests are entered correctly on the CRIS system ensuring all data is correct and service users are invited at the correct interval.
• To create and send symptomatic surveillance appointments in a timely fashion.
• To ensure symptomatic surveillance results are sent to service users and to ensure that that the next pending mammogram request is created on the CRIS system.
• To process IEP requests from Radiologist that require a service users previous imaging including the uploading of images onto the PACS system.
• To process the requests from other requesters on IEP requiring our images as a service user has been seen in their area.
• The daily housekeeping of the IEP system
• To liaise with the Cobalt Unit for service users that require MRI’s and mammograms, co-ordinating appointments and ensuring all appointment information is recorded accurately on NBSS.
• To ensure that the recall interval is set correctly on NBSS and BS Select.
• To undertake bi annual review on the High and Moderate risk screening programmes and highlight and discrepancies identified to the Programme Manager.
• To rebook and cancel appointments as per service users request or at the manager’s instructions.
• To deal with all types of telephone enquiries in a sympathetic and professional manner, and to take and pass on messages accurately in a timely manner
• To ensure that all necessary clinic documents and records are prepared daily for all clinics running within the Breast Imaging service including the assessment clinic.
• On a daily basis to be responsible for ensuring clinic attendance and DNA’s have been recorded correctly on the NBSS system and to investigate any discrepancies in numbers immediately with the radiographic team.
• To enter routine recall results onto the NBSS system and send out the service users result letters following the right results process.
• To assist the Administration Co-ordinator each week to audit the MDT lists and to prepare screening notes for the multi-disciplinary meeting.
• To record any service users that requires an assessment appointment / TR appointment onto the monitoring spreadsheets.
• To enter routine recall results after assessment investigations.
• To process, print and send GP reports on a weekly basis.
• To enter notifications received from the BS Select system onto the NBSS system of any service users that have moved away or have died.
• To take part in the administration processes for any breast clinical trials that the department is involved in.
• To maintain an accurate filing system.
• To maintain service users confidentiality at all times in line with Trust Policy and in accordance with NHSBSP guidelines.
• To undertake general office duties including the collection and distribution of the departmental post.

Most Challenging Part of the Job

• Working in a busy, fast paced environment whilst multi-tasking, dealing with an unpredictable workload and dealing with difficult, sensitive and emotional situations in a professional manner.
• To prioritise workload to meet deadlines for the service.
• Consistently delivering a high-quality service and achieving waiting time targets.

Please refer the Job description for details