Breast Screening Administration Officer

Job overview

We are looking for a Service Support Manager with operational responsibility for Cardiology and Palliative Care services, supporting the delivery of high-quality, patient-centred care across outpatient and ward settings. Skilled in leading and managing administrative and RTT teams, including line management of Band 3–4 staff, ensuring the delivery of an efficient, effective and responsive administrative service.

Experienced in overseeing outpatient clinic utilisation, clinic restructures and clinic rescheduling, ensuring appropriate medical staffing capacity and smooth operational delivery across Cardiology and Palliative Care pathways. Proficient in the use of EPIC for appointment management, work queue oversight and outpatient coordination, ensuring all patient requests and pathway changes are managed accurately and efficiently.

Experienced in coordinating Heart Failure MDT meetings, including the organisation of patient lists, clinical documentation, meeting schedules and communication between multidisciplinary teams to support timely clinical decision-making and continuity of patient care.

Strong knowledge of Referral to Treatment (RTT), diagnostic pathways and cancer waiting time standards, with responsibility for RTT validation, reporting and proactive management of long waiters and potential breaches to ensure national and local targets are consistently achieved.

Main duties of the job

• Provide operational leadership to outpatient administrative teams within Cardiology and Palliative Care, ensuring efficient day-to-day service delivery and adherence to local and national performance standards.
• Line manage and support Band 3–4 administrative staff, overseeing workload allocation, performance, training, appraisal and professional development.
• Monitor and manage EPIC work queues, ensuring timely resolution of tasks, escalation of capacity issues, and maintenance of accurate patient pathway data.
• Oversee clinic management processes including clinic creation, cancellation, rescheduling and template changes, ensuring optimal utilisation of capacity.
• Manage PTL and RTT processes, supporting validation, escalation of breaches and proactive monitoring of waiting times to meet 18-week, cancer and Diagnostic Waiting Time targets.
• Coordinate outpatient clinic utilisation and slot capacity, working with clinical teams to maximise efficiency and reduce waiting times.
• Ensure accurate management of ASIs, clinic closures/amendments, voicemail systems and EPIC in-baskets within agreed timescales.
• Coordinate MDT meetings (including Heart Failure MDT), ensuring agendas, patient lists, documentation and follow-up actions are completed effectively.
• Manage administrative governance processes including complaint support (PALS and formal), and contribution to service improvement actions.

Working for our organisation

The Trust provides a full range of local and specialist services across its five sites. Transforming Healthcare is the vision at the heart of the King’s Strategy – 2026 to 2031. Together, we are pursuing six strategic ambitions: delivering high-quality patient care; being a great place to work; leading pioneering research, innovation and education; building strong and successful partnerships; providing timely and efficient care; and ensuring long-term financial sustainability. Achieving these ambitions will require all of us to work as one Team King’s, united by a shared commitment to our values of being caring, collaborative, inclusive and innovative. By living these values every day, we will transform healthcare for our patients, our communities and each other

We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.

King’s is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone’s contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust’s carbon emissions, waste and pollution wherever possible.

Detailed job description and main responsibilities

Service delivery responsibilities

• Provide operational leadership to outpatient administrative teams within Cardiology and Palliative Care, ensuring efficient day-to-day service delivery and adherence to local and national performance standards.
• Line manage and support Band 3–4 administrative staff, overseeing workload allocation, performance, training, appraisal and professional development.
• Monitor and manage EPIC work queues, ensuring timely resolution of tasks, escalation of capacity issues, and maintenance of accurate patient pathway data.
• Oversee clinic management processes including clinic creation, cancellation, rescheduling and template changes, ensuring optimal utilisation of capacity.
• Manage PTL and RTT processes, supporting validation, escalation of breaches and proactive monitoring of waiting times to meet 18-week, cancer and Diagnostic Waiting Time targets.
• Coordinate outpatient clinic utilisation and slot capacity, working with clinical teams to maximise efficiency and reduce waiting times.
• Ensure accurate management of ASIs, clinic closures/amendments, voicemail systems and EPIC in-baskets within agreed timescales.
• Coordinate MDT meetings (including Heart Failure MDT), ensuring agendas, patient lists, documentation and follow-up actions are completed effectively.
• Support workforce planning by coordinating bank and agency staff, monitoring expenditure and producing monthly staffing and activity reports.
• Manage administrative governance processes including complaint support (PALS and formal), and contribution to service improvement actions.
• Oversee induction and onboarding processes for new staff, including IT access, training setup, equipment allocation and local orientation.
• Lead on communication and coordination functions, including meeting organisation, minute taking, action tracking, departmental correspondence and maintenance of accurate records and reporting systems.

Staff Management Responsibilities

· Overall management responsibility for the Cardiology and Palliative Care Pathway Coordinators and any associated admin staff.

· Provide support to staff within the designated areas by ensuring that they are managed in line with Trust policies.

· Organise regular one-to-one meetings with team members and Monthly team meetings for the department.

· Monitor and report staff attendance utilising the Trust's eRostering absence reporting system.

· Manage sickness, disciplinary and performance issues in line with Trust policies.

· Complete appraisals for team members under your line management, ensuring mandatory training is compliant.

Person specification

Essential & Desirable

Essential criteria

• Degree, professional qualification or Equivalent experience
• Knowledge of administrative/business policies and procedures
• Must have NHS experience and experience using EPIC
• Experience of staff management and Implementing Human Resources Policies and Procedures
• Evidence of continued professional development

Desirable criteria

• Previous experience leading change

IMPORTANT

• Check your email account regularly as this is how we will communicate with you
• If you delete the job from any of your accounts, you may be prevented from accessing further communications
• To enquire about your application or inform us of any changes in your circumstances, please contact the named person on this advert
• Please provide email addresses for referees where possible
• Please review the documentation on our recruitment microsite, particularly the Trust’s criminal records checking policy
• All staff have a responsibility for safeguarding children and vulnerable adults and for ensuring they are aware of the specific duties relating to their role.
• Please note that the closing date is given as a guide. On occasion, we might close a vacancy early due to a high number of applications being received. You are advised to submit your application as early as possible to avoid disappointment.

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• might not be specific or relevant enough to address the criteria in the recruitment profile
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• could misrepresent information about you, such as your qualifications, skills and experience

We monitor applications for any behaviour that could create an unfair advantage, and we check all references carefully. You are likely to be tested on your experience at interview, so be honest and make sure all the information in your application is correct.

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King's Health Partners Academic Health Science Centre Website

King's College Hospital is part of King's Health Partners Academic Health Sciences Centre (AHSC), a pioneering collaboration between King's College London, and Guy's and St Thomas', King's College Hospital and South London and Maudsley NHS Foundation Trusts.