Main area Breast Screening Grade Band 4 Contract Permanent Hours Full time - 37.5 hours per week (Monday - Friday) Job ref 287-RSUR-79-25
Employer Liverpool University Hospitals NHS Foundation Trust Employer type NHS Site Broadgreen Hospital Town Liverpool Salary £27,485 - £30,162 per annum Salary period Yearly Closing 28/07/2025 23:59
Deputy Office Manager - Breast Screening
Band 4
Job overview
To perform a variety of patient related clerical duties in the Breast Screening Unit, and on occasions the mobile screening units and the Royal Breast Unit.
Assist in the operation of the NHS Breast Screening Call/Recall system on behalf of Liverpool, Southport & Formby, South Sefton and Knowsley.
To have basic level skills in the production of Breast Screening statistics.
To support the Screening Unit Manager in the efficient running of the Breast Screening Unit.
To deputise in the absence of the Breast Screening Unit Manager.
To work as a team member with the aim of maintaining a high standard of service to patients and staff.
Main duties of the job
Line Management of Band 2 staff and Office Supervision.
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 Specification
Participate 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 ‘Right Results Protocol’.
To assist in writing and implementation of departmental protocols
Working for our organisation
Liverpool University Hospitals NHS Foundation Trust comprises Aintree University Hospital, Broadgreen Hospital & Royal Liverpool University Hospital.
We are part of NHS University Hospitals of Liverpool Group, formed on 1 Nov 2024 from the coming together of LUHFT and Liverpool Women’s NHS Foundation Trust. The Group was born from a shared aim to improve the care we provide our patients.
UHLG is one of the largest employers in the region, with over 16,800 colleagues dedicated to caring for our communities - from birth and beyond.
For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.
Aintree University Hospital is the single receiving site for adult major trauma patients in Cheshire and Merseyside and hosts a number of regional services including an award-winning stroke facility.Broadgreen Hospital is home to elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation.Liverpool Women’s Hospital specialises in the health of women and babies, delivering over 7,200 babies in the UK’s largest single site maternity hospital each year. TheRoyal Liverpool University Hospital is the largest hospital in the country to provide inpatients with 100% single bedrooms and focuses on complex planned care and specialist services.
Detailed job description and main responsibilities
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 Specification
Participate 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 ‘Right
Results Protocol’.
To assist in writing and implementation of departmental protocols
Clerical:
The routine operation of agreed appointment systems and procedures.
To fully document clients on the computer system.
To assist in maintaining the filing system
To 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 Result’s 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 Manager’s absence.
Person specification
Qualifications
* 5 GCSEs (or equivalent) grade C or above, to include Maths and English
* NVQ 3 / equivalent healthcare or administration
Experience
* Dealing with the public, both on the telephone and in person.
* Demonstrable experience of working in a busy office environment, utilising both administrative and organisational skills.
* Previous line management experience. Supervisory experience.
* Experience of NHS computer systems.
* Formal I.T qualification, ECDL or equivalent. Medical or audio typing experience
* Knowledge of the Breast Screening Programme
Knowledge
* Understand the critical importance of confidentiality.
* Evidence of recent self and professional development
Skills
* Proven ability to meet deadlines.
* Excellent communication and interpersonal skills.
* Ability to maintain accurate records
* Able to work within a multidisciplinary team independently.
* Ability to produce basic spreadsheets
other
* Use own initiative and support other members of staff.
Please ensure you check the email account (including junk/spam boxes) from which you apply regularly as we will use this to contact you regarding your application.
Posts advertised to ‘internal staff’ are open to employees of hospitals within University Hospitals of Liverpool Group and you should confirm your employment within your application form.
Note: Under current Home Office Immigration Rules we are currently unable to offer right to work visa sponsorship for Band 2 and 3 roles with a salary of less than £25,000 pa as they do not meet the UK Visas & Immigration criteria.
Only those applicants who demonstrate clearly how they meet our person specification will be shortlisted for interview.
We reserve the right to close any vacancies from further applications when we have received a minimum number of applications from which to make a shortlist. Please ensure you apply without delay if you wish to be considered for this role.
Candidatesapplying for the role of Healthcare Assistant on the staff bank should note that due to the nature of the role, workers must be aged 18 or above when commencing in post. Applicants are therefore welcome from those aged over 18 or within 3 months’ of their 18 th birthday.
The Trust is committed to promoting a healthy work-life balance and achieve fair, equitable and consistent practice. We welcome flexible working requests and will consider a variety of flexible working arrangements from day one of your employment. Not all roles are suitable for every flexible working opportunity all of the time. Flexible working options may include reduced hours, compressed hours, fixed shifts, time back in lieu and home working.
The Trust is committed to promoting equality and diversity; we value the contribution of individual talent, skills, knowledge and experience and aim for a workforce demography representative of the local community. We encourage applicants from the following groups that are currently under-represented in our workforce black, Asian and minority ethnic, lesbian, gay, bisexual and Transgender (LGBTQ+), disabled, male and age 16-24.
Trust policy requires that the cost of submitting & processing the successful applicant/s DBS application be recovered via salary deduction following start in post. The amount of £23 (standard disclosure) or £43 (enhanced disclosure) will be deducted from salary, in manageable monthly instalments for up to 3 months following commencement of employment. Bank posts require upfront payment. DBS applications submitted from 2nd December will be subject to the new DBS fee of £26.50 (standard) and £54.50 (Enhanced).
From April 2017, Skilled visa applicants and their adult dependant(s) will be required to provide a criminal record certificate from each country they have lived in consecutively for 12 months or more in the past ten years.
Applicants requiring sponsorship may wish to determine the likelihood of obtaining sponsorship for this position by assessing themselves against the criteria on the gov.uk website - https://www.gov.uk/check-uk-visa.
This organisation has a zero-tolerance approach to the abuse of children, young people and vulnerable adults. All staff must ensure they adhere to the organisations safeguarding children and adults’ policy and comply with the Local Safeguarding Children and Adult Board procedures.
Staff should be mindful of their responsibility to safeguard children and adults in any activity performed on behalf of the organisation in line with the requirements of statutory guidance and legislation.
All employees (and volunteers)are expected maintain their safeguarding knowledge and skills by completing mandatory safeguarding training which includes understanding and recognising the signs of abuse and neglect and taking appropriate action.
As an organisation, we have adopted the Merseyside Domestic abuse workplace scheme which supports our staff who are experiencing Domestic Abuse /any forms of sexual violence.
If you have any personal requirements that will enable you to participate in our recruitment process please contact a member of the Recruitment Services by phone on 0151 706 4666 at the earliest opportunity to ensure that measures can be put in place to enable your application for this post.
Please note: new entrants to the NHS will commence on the first pay point of the relevant band.
Employer certification / accreditation badges
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
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