Breast Screening Office Manager

King's College Hospital; London; On-site; GBP 30,000 - 45,000; Full time

Job summary

A leading healthcare provider in London seeks an experienced Office Manager to oversee the Breast Screening Programme. This role entails managing administrative workflows, ensuring compliance with screening standards, and supporting a multidisciplinary team. Candidates should have strong communication skills, relevant administrative experience, and the ability to manage complex data systems. The position involves working under strict targets within a busy healthcare setting.

Qualifications

• Experience in managing administrative tasks within healthcare settings.
• Strong analytical skills with the ability to manage data effectively.
• Ability to train and support staff in complex systems.

Responsibilities

• Manage and coordinate all administrative elements of the Breast Screening Call/Recall Service.
• Ensure compliance with national standards in breast screening processes.
• Oversee staff management and development including training.

Skills

Communication

Data Management

Staff Management

Education

Relevant administrative experience

Tools

NBSS

BS Select

Job description

Overview

The Programme is responsible to the National Breast Screening Programme and is committed to the protocols and national standards therein, and is commissioned to invite well women between the ages of 50-70 for 3 yearly breast mammography and resident within the boroughs of Bexley, Bromley, Greenwich, Lewisham, Lambeth and Southwark. The Office Manager will manage the round plan in collaboration with the Programme Manager and the Administration Delivery Manager and the London Hub. This person will work closely within a multidisciplinary team within the Breast Screening Programme and The London Hub. The Office Manager will be involved with the invitation and results of all women attending for breast screening. The service invites around 80,000 women per year.

To be responsible for the work flow of the administrators making sure to adhere to the strict QA breast screening guidelines and Key Performance Indicators. Communication with a wide range of people, radiographers, radiologists and the London Hub using initiative to resolve problems, and to develop the trust and commitment of the team. The duties of the post holder are in accordance with the written protocols and procedures of the NHS Breast Screening Programme, The post holder will be responsible for managing and coordinating all administrative elements of the Breast Screening Call/Recall Service, ensuring compliance with the National Breast Screening Programme standards.

Responsibilities

• Service Planning and Call/Recall Management
• Systems and Data Management
• Results and Quality Assurance
• Staff Management and Development
• Staff Training
• Governance and Compliance
• Advise the London Hub on batches to be specified using the 3-year round plan, ensuring communication and authorisation of batch counts.
• Work with the Administration Delivery Manager and Programme Manager to devise and maintain comprehensive 3-year call/recall plans.
• Attend weekly planning meetings with management and the London Hub, providing updates and advising on any changes that may impact service delivery.
• Record batch counts, start and end dates, and clinic locations in the 3-year plan, updating the Hub fortnightly.
• Support planning of mobile van moves and liaise with the Deputy Service Manager as required.
• Ensure that clinic capacity is fully utilised, identifying risks to KPIs and informing the London Hub of where to target resources.
• Highlight to the clinical team where clinic workload may compromise KPIs.

Systems and Data Management

• Utilise NBSS and BS Select functions to manage batching, reporting, and audit requirements.
• Merge duplicate registrations on NBSS, notifying Exeter of any records requiring merging on BS Select.
• Action women moving out of area reports and new joiners identified on BS Select.
• Maintain out-code groups on BS Select, carrying out monthly allocation checks.
• Monitor BS Select Open Episode reports weekly, investigating and closing episodes within 6 months in line with QA guidance.
• Run BS Select estimates reports as required.
• Liaise with Hitachi and ICT teams regarding NBSS queries, server upgrades, and new releases.
• Manage NBSS log-on details and access for new staff; reset passwords via System Manager as required.
• Ensure all queries on the Breast Screening Information System Dashboard are resolved in a timely manner.
• Assist the Data and Office Manager to ensure that office supplies and equipment are ordered as necessary and invoices are correctly processed in a timely manner.
• Chair regular administrative team meetings and act on instructions accordingly.

Results and Quality Assurance

• Ensure all results letters are distributed by the London Hub within set targets.
• Review and confirm interval cancer lists received from the Hub.
• Prepare interval cancer packets for monthly reviews, obtaining images (SECTRA/PACS) and pathology reports from hospital labs.
• Write, update, and maintain Work Instructions (WIs) and audits for administrative tasks.
• Support “paper-lite” processes, manage breaches, wrap-up lists, and ensure accurate audit trails.

Staff Management and Development

• Line manage administrative officers, including annual leave, sickness absence, disciplinary management, and appraisals, using Health Roster and LEAP.
• Assist with finalising monthly rosters in collaboration with the Admin Delivery Manager and Programme Manager.
• Manage prep and staff rotas to ensure service delivery.
• Assist in recruitment, induction, and training of new staff, ensuring induction checklists are completed.
• Provide day-to-day advice and support to admin team members.

Staff Training

• Ensure training of all A & C office staff in South East London Breast Screening Programme on the NBSS system and any upgrades as required.
• Assist the Administration Delivery Manager in setting up and running NBSS training programmes and BS Select, EPIC for all new A & C staff joining the breast screening office.

Governance and Compliance

• Ensure mandatory training on LEAP is completed by self and staff.
• Support audits, monitoring, and compliance with national programme standards.
• Ensure timely booking of special clients, liaising with the radiographic management team where capacity issues arise.

Effort and Communications

• Mental Effort: High concentration required when entering patient results into the NBSS system; attention to detail and meeting deadlines (e.g., National two-week guidelines).
• Emotional Effort: Ability to deal with clients who have concerns regarding appointments or results; courses to develop this ability.
• Physical Effort: Ability to move and handle batches of films and paperwork up to 3 kg daily; maintain film filing at height.
• Communications: Keep the Hub informed of notifications about patients, attend administrative meetings, and use judgement to inform daily duties to the Office Supervisor.

Safeguarding and Infection Control

• Safeguarding: Attend mandatory safeguarding training, report concerns, and follow Trust processes for reporting.
• Infection Control: Comply with infection control procedures and local policies; induction and refresher training provided.

Organisational Information

King's College Hospital NHS Foundation Trust is a large teaching Trust with extensive activity across multiple sites. The Trust’s strategy and Green Plan guide its commitments to sustainability, equality, and inclusion. Recruitment policies, safeguarding responsibilities, and closing dates may be updated; applicants should review the recruitment microsite and related policies.