Office manager/Deputy programme manager

Transformation Unit

Bury St Edmunds

Remote

GBP 32,000 - 39,000

Full time

12 hours ago

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Job summary

West Suffolk NHS Foundation Trust is seeking an Office Manager/Deputy Programme Manager to lead the Breast Imaging admin service. You will manage the admin team, oversee NBSS workflows, and ensure timely scheduling, reporting, and compliance with NHSBSP protocols.

You will plan and monitor day-to-day activities, liaise with MDTs, and drive improvements in the administrative processes across the breast imaging service.

Qualifications

Education to NVQ 3 or Diploma level and GCSEs in English and Maths.
Experience in admin management and team leadership within a clinical setting.
Knowledge of NBSS and NHS screening processes.

Responsibilities

Plan daily workload for admin staff and manage priorities.
Lead administration for the Breast Imaging Service and NBSS system.
Schedule and monitor screening programme activity and targets.
Produce monthly/quarterly reports for QA and governance.
Recruitment, appraisals and performance management of admin team.

Skills

Administrative leadership

Team motivation

workload planning

Communication

Education

NVQ 3 / Diploma level

GCSE English & Maths

Tools

NBSS

BS Select

ICE

QMS

Job description

Main area Breast Imaging Grade NHS AfC: Band 5 Contract Permanent Hours Full time - 37.5 hours per week (9:00am- 17:00pm) Job ref 179-8145069-C

Employer West Suffolk NHS Foundation Trust Employer type NHS Site West Suffolk Hospital Town Bury St. Edmunds Salary £32,073 - £39,043 Per annum, pro rota Salary period Yearly Closing 25/10/2026 23:59

Office manager/Deputy programme manager

NHS AfC: Band 5

Job overview

The post holder will manage the administrative element of breast imaging and plan the delivery of all elements of the screening service to ensure the 36-month round length screening cycle is maintained. The West Suffolk Breast Unit provides both symptomatic services and screening serviced for the local population via the main hospital site and a mobile screening unit. The post holder will provide leadership to the administration team, they must provide an efficient, professional and high-quality service.

The post holder will organise the provision of a full administrative and clerical service to answer the needs and requirements necessary for the day-to-day running of the Breast Imaging Service.

The post holder will take responsibility for all clerical functions of the service, and will work as part of the multi-disciplinary team in providing the highest standard of patient care

Main duties of the job

To be responsible for the efficient running of the screening programme management in conjunction with the breast imaging service manager

To use the National Breast Screening Computer system (NBSS) and where necessary advise and train other staff groups in its use

To fully participate in the planning arrangements for the screening programme including agreeing working targets, setting objectives and ensuring performance is monitored and recorded.

To use BS Select to manage batches and to ensure that women are called to the appropriate site, at the correct interval and the correct age as defined by NHSBSP.

Ensure adherence with KPI’s including implementing new initiatives to enable improvement

To devise implement and maintain and appropriate right results walk through protocol as per national guidelines to ensure women receive correct results

To use advanced word processing and keyboard skills, along with knowledge of the above, to effectively communicate within this Trust and with other NHS centres / Health Authorities
To use communication and relationship skills where required to impart information, negotiate and deal with members of the public and colleagues, with tact, diplomacy and empathy.

Working for our organisation

#BeKnown at West Suffolk NHS Foundation Trust. By us. By our patients. By our community

We are a busy, friendly, rural NHS Trust providing high-quality care and compassion to more than a quarter of a million people across west Suffolk. We care for, treat and support people in hospital, at home and in various community settings.

The West Suffolk Hospital in Bury St Edmunds provides acute and secondary care services (emergency department, maternity and neonatal services, day surgery unit, eye treatment centre, Macmillan unit and children's ward). It has 500+ beds and is a partner teaching hospital of the University of Cambridge.

Adult and paediatric community services, provided in collaboration with West Suffolk Alliance partners, include a range of nursing, therapy, specialist, and ongoing temporary care and rehabilitation, some at our Newmarket Community Hospital.

We do our utmost to achieve outstanding clinical outcomes for patients and our values of fairness, inclusivity, respect, safety and team work guide how we work and behave as a team.

With nearly 5,000 staff, from all over the world, we strive to make our organisation a great place to work. Whatever your role or ambition, we want to help you be the best you can be.

We promote a diverse and inclusive community where everyones voice counts and you can #BeKnown for whoever you are.

Join us. What will you #BeKnown for?

Detailed job description and main responsibilities

Plan the day to day workload and activities of all admin staff
To understand and action the fundamentals of the strategic and operational planning and decision-making processes of the department
To be responsible for the creation of a 3 yearly screening programme in conjunction with the superintendent radiographer
To work unsupervised, prioritise own workload in given tasks, using own initiative when appropriate to ensure service requirements and policies are met
To liaise with IT support, both internal and external, to ensure the smooth running of the NBSS System, to ensure it remains functional at all times
To be responsible for the creation of batch requests for women eligible for screening from the appropriate CCGs, and schedule their appointments in accordance with the protocols as defined by the NHSBSP
To monitor clinics ensuring that capacity is maintained at both screening sites.
To produce and distribute monthly and quarterly reports to the QA centre
To schedule assessment, symptomatic and follow-up appointments, ensuring accuracy and attention to detail.
To liaise with members of the multi-disciplinary team to ensure patients are boked in a timely manner considering surgery dates etc.
To review and update as necessary the administrative procedures for the office
To manage the staff working in the admin office, working as directed by line manager
To advise and support the office team, where appropriate
To conduct administration staff appraisals on an annual basis
Manage absence, annual leave, performance and conduct and ensure equal opportunities
To attend local, regional and national meetings when necessary
To support admin staff in ensuring the efficient running of the Breast Imaging Department
To occasionally attend MDM meetings on a rotational basis with other administrative staff to maintain knowledge of the service
To resolve any disciplinary matters arising from the administration team.
To take an active role in the recruitment of office personnel
To ensure, as far as is possible, that there is adequate staffing to cover the office to maintain and provide an efficient and effective service.
To set a high professional standard, leading by example, by working in a conscientious way, achieving a high degree of accuracy at all times.
To cover all aspects of training of all relevant new staff groups.
To cover all aspects in the induction and orientation programme for appointed clerical and radiographic staff.
To be familiar with the NHSBSP clerical protocols and guides to good office practice and help implement them fully.
To attend any appropriate training to further ones self and keep updo date with all new policies, such as training / update for QMS, NBSS, BS Select as examples.

To attend unit meetings where appropriate and help suggest and implement useful additions/amendments to the service and working practices that will enhance the quality of care we provide to our clients.

To hold regular staff meetings with admin staff and provide updates, feedback, service suggestions.

To ensure there is a full admin provision for the outpatients’ clinics.
To liaise with the superintendent to plan the mobile screening movements.
To oversee the correct inputting of data pertaining to screen results, accurate records about attendance and non-attendance and operate fail safe procedures
To oversee the printing of GP reports for every women who has been invited for screening and to ensure that they are sent to the relevant practices.
To oversee the collation of letters for screening clinics
To oversee the KC62 Report submission and others that may be requested by PHE
Oversee the high risk screening pathway
To change appointments by phone, accommodating the client’s requests where possible, whilst operating the computer keyboard.
To oversee the weekly collating of paperwork for the MDM meeting.

This is nota restrictive list and you may be asked to carry out any other tasks, within your capability, deemed suitable by the breast imaging service manager

Person specification

Education and qualifications