Deputy Office Manager - Breast Screening

at  Liverpool University Hospitals NHS Foundation Trust

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

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