Detailed job description and main responsibilities

Duties:

· Typing correspondence from Consultant Radiologists to GPs and/or patients following appointments.

· Typing correspondence from consultant radiologists to surgeons at Southmead Hospital, Weston General Hospital and Royal United Hospital Bath concerning referral of patients for surgery.

· Manage the flow of complex patient information pre and post weekly Multi-disciplinary

Team meetings (MDT) – these meetings are where all patients with a diagnosis/result

pending are discussed – often over 100 patients a week. This is all carried out within

very tight timescales with very strict deadlines.

· To provide cover for weekly Breast Services MDT – preparing the Avon Breast Screening  MDT spreadsheet for the week, using Excel. This involves making sure all patients to be  discussed at MDT are on the list, with relevant personal and procedure details accurately completed. The list is sent to the Breast MDT Co-ordinators and has to be completed in line with their twice weekly deadlines. It also involves inputting of accurate data on to the Cancer Register for each patient on the list.

· Liaising with partner organisations to facilitate the treatment of patients. Ensure that comprehensive demographic and waiting list information is recorded &/or provided at the point of receipt of referral or transfer to the partner organisation to ensure that patients are treated in accordance with elective waiting time standards.

· Provide comprehensive Secretarial support to Consultant Radiologists, typing correspondence from consultant radiologists to patients regarding appointments or outcome of investigations.

· Typing routine result letters for patients who have been assessed and discharged. (most correspondence is transcribed from audio equipment [Winscribe])

· Making appointments for patients to see a surgeon following diagnosis. This involves liaising with medical secretaries.

· Servicing of any Breast Screening Programme meetings as required. Putting dates in colleagues’ diaries, booking rooms, circulating agendas, and taking notes.

· Participate in photocoping, filing, faxing and other administrative duties to ensure the efficient running of the office and also assisting colleagues who answer telephone calls coming into the centre when that team is short-staffed. The majority of the calls are from women wishing to make/rearrange a breast screening appointment.

· Promptly answer other telephone enquiries, taking and relaying messages in a polite and  helpful manner, taking action as appropriate. This will include enquiries from patients, their GPs and other hospitals

· To be responsible for entering and updating accurate information on the National Breast  Screening Service (NBSS) system.

· Manage own workload.

· Provide training and support to newly appointed admin staff.

· Undertake additional administrative tasks and responsibilities within the Avon Breast  Screening Department as required by the Programme Manager and Office Manager

· Ability to participate in policy changes within the Avon Breast Screening Department · Ensure that patient confidentiality is maintained at all times. · Adhere to all Trust policies including Infection Control, Hygiene Code, Data Protection Act, taking appropriate account of patients’ rights and diversity and ensuring fair access to services. · Ability to establish new working systems and patterns. · The post holder will undertake any other duties which may be reasonably regarded as within the nature of the duties, responsibilities and grade of the post as defined, subject to the provision that appropriate training is given and that wherever possible significant changes of a permanent nature shall be mutually agreed and incorporated into the job General: · Receive and process incoming mail (including electronic) as necessary, sorting and prioritising items, ensuring any clinical reports and referrals are actioned accordingly. · Keep regular communication with consultant teams, clinical staff and directorate management to enable efficient processes. · Provide cover for colleagues across the Avon Breast Screening Department during periods of planned annual leave and sickness. · Filing, including organising off-site storage. · Locating paperwork for clients having wire procedure. List emailed from Waiting List Co-ordinator. · Dealing with ad hoc queries from Breast Care Nurses, Radiologist, Office Manager and Programme Manager. · To undertake other duties as required by departmental managers and assist all personnel in the smooth running of the service. · To undertake additional training as required maintaining knowledge and expertise when new software releases are implemented in NBSS. · To provide general admin cover in the office if requested, including answering call centre phones and dealing with appointment bookings/queries Responsibilities: · To oversee the breast screening aspects of the patient pathway for patients with suspected breast cancer, working closely with Consultant Radiologist and Breast Cancer Nurse Specialists to ensure referral to treatment targets and National Health Service Breast Screening Programme targets are met. · To manage own workload and work with limited supervision. · Provide training and support to newly appointed admin staff. · To prioritise workload to ensure all deadlines are met. Deadlines often extremely tight. · Training and induction for new clinicians on administrative processes and expectations. · Excellent communication and negotiation skills required. Negotiating with clinicians to ensure letters signed etc. on time. · Be the bridge and link between the breast screening service and the breast symptomatic service to ensure smooth transition of patients between these services. This includes liaison with surgeons regarding the booking of clinical procedures. · Schedule surgery appointments. Track surgery appointment availability and escalate to support manager if required. · The post holder will undertake any other duties which may be reasonably regarded aswithin the nature of the duties, responsibilities and grade of the post as defined, subject to the provision that appropriate training is given and that wherever possible significant changes of a permanent nature shall be mutually agreed and incorporated into the job.