Job Description
Administration Officer 15 hours available - WCH
We are seeking to recruit a motivated Administration Officer to join our friendly, supportive and hardworking team in the Breast Screening Office at West Cumberland Hospital.
The successful candidate will be required to provide administrative support within the Breast Screening Unit which includes reception duties, managing patient appointments, answering patient enquiries, image and medical records handling, use of computers and data input. The post involves liaising with many NHS professionals, support staff and the general public to ensure an efficient and effective service. You will be a cheerful, versatile and helpful team-worker, literate and methodical, with excellent communication skills, able to relate well to people and put them at ease.
A proven ability to engage with a broad spectrum of staff at all levels and experience in the use of Information Management / Technology systems is essential. Candidates must be highly organised, with exceptional communication skills and excellent attention to detail. We positively support personal development for all colleagues across the department.
The post will be based at the West Cumberland Hospital, Whitehaven. The post holder as with all of our posts may be required to work at other sites within the Trust.
- Ensure all ‘invitation to screening’ letters are sent out by the appropriate date in accordance with national guidelines.
- Retrieve client’s film packets for clinics, requesting film packets from other locations where necessary, documenting request and receipt of images. Tracking screening packets and hospital case notes as appropriate
- Book, alter or cancel appointments on the call / recall system at the request of the client, in line with agreed operations systems, closing episodes as appropriate and generating reports to GPs. Book and change appointments for breast imaging on Carestream.
- Welcome and assist clients and visitors on arrival in the department, record attendance, confirm personal details in accordance with the Right Results policy and inform appropriate staff.
- Ensure accurate data input into all computerised systems, and that confidentiality is maintained at all times.
- Print clinic documentation and prepare clinics both screening and assessment.
- Record client attendance / non-attendance on computer, closing episodes and generating client letters and GP reports where appropriate.
- Ensure film packets are prepared for collection by the courier to be taken to CIC/RVI accurately documenting the transfer of films
- Document the arrival of clinics into office, checking the accuracy of the clinic, investigating discrepancies and recording the control totals.
At NCIC, we have an ambition to deliver outstanding hospital and health services to half a million people. Established on 1st October 2019, the Trust is creating a centre of excellence in providing rural and remote healthcare and provides a wide range of community and acute services throughout north Cumbria and beyond. We’re responsible for delivering over 70 services across 15 main locations and we employ more than 6,500 members of staff.
Our 5 key principles demonstrate our belief in the delivery of ‘safe, high quality care every time’.
- Being a clinically led organisation
- Quality and safety at the heart
- A positive patient experience every time
- A great place to work
- Managing our money wel
As an organisation we are serious about supporting a diverse workforce that reflects our local community and are very much focused on being an inclusive and compassionate place to work.
Across the North East and North Cumbria we are working together to deliver our ambition to be the greenest region in England by 2030. There is an expectation for all staff to support this by familiarising yourself with the Trust’s sustainability initiatives such as waste and recycling, going paperless, videoconferencing, sustainable transport and others.
We encourage you to think about what you can do as an individual and within your team to contribute in to embedding carbon reduction into the everyday running of our organisation
Please see attached Job description and person specification for further information regarding the role and the essential and desirable criteria required to be met by applicants.
Relocation assistance may be available for successful applicants moving to the region for certain posts. Please see ourPolicyfor eligible vacancies
- Please ensure that you document evidence of meeting all the essential criteria in the supporting information.
- If sufficient response is received this post could be closed earlier than the specified closing date, please apply as soon as possible to ensure that your application is considered.
Important Information
Candidates who have been successfully shortlisted for interview will be asked via an email notification to log on to their Trac account to select an interview time. This will usually be within 2 weeks of the closing date.
For candidates applying using a Hotmail account or have strict firewall settings please ensure the following:
- Junk Mail is checked regularly
Disclosure and Barring Service:
On 28 November 2020, the new Disclosure and Barring Service filtering rules will come into effect.
The changes mean that:
- youth cautions, reprimands and final warnings will no longer be subject to automatic disclosure
- the multiple conviction rule has been removed, meaning that if an individual has more than one conviction, regardless of offence type or time passed, each conviction will be considered against the remaining rules individually, rather than being automatically disclosed.
If you are unsure about whether you need to disclose certain criminal record information, free confidential advice may be sought from one of the charity bodies listed below. These bodies can advise you on what you are legally required to declare and may also be able to advise you on how you can disclose criminal record information to a prospective employer and your legal rights when doing so.
Nacro – Tel: 0300 123 1999, or email: helpline@nacro.org.uk
Unlock – Tel: 01634 247350,emailadvice@unlock.org.ukor complete theonline form on the Unlock website
The Trust is committed to safeguarding adults and children therefore if the post is subject to the Rehabilitation of Offenders Act (ROA) 1974 (Exceptions) Order 1975 (as amended) the successful candidate(s) will be subject to a criminal records check with the Disclosure and Barring Service (DBS). The cost of the DBS must be met by the successful candidate(s) through salary deduction. DBS charges are as followsif applicable to the post:
Standard Check: £18 + Administration cost of £3.85 = £21.85. Deducted at £6.85 from 1st month salary and £5 deducted from salary over following 3 months.
Enhanced Check: £38 + administration cost of £3.90 = £41.90. Deducted at £11.90 from 1st month salary and £10 deducted from salary over following 3 months.
As part of the one of the largest employers in the UK NCIC future employees will have also access to the following benefits.
A lease car may be available for this position; further details will be provided upon appointment if applicable.
27-day holiday scheme rising to 33 after 10 years
Flexible working Scheme
Excellent opportunities for development
Competitive NHS Pension scheme
Access to NHS discounts with retailers and leisure companies
EAP (Employee Assistance Programme) a free, confidential counselling and information service to assist with personal or work-related problems
These schemes are subject to availability
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