Guidance

Appendix 1: Breast screening job description examples

Published 1 November 2018

1. Director of Breast Screening: job description example

Post title: Director of breast screening

Reports to: As appropriate within the host organisation

Accountable to: Chief Executive or Medical Director within the host organisation

Remuneration: Equivalent to 1.0 programmed activity (or more if eligible population over 100,000).

1.1 Job summary

The director of breast screening has overall accountability for the safe and effective provision of the local breast screening service. This is from the identification of the eligible screening cohort to the point of diagnosis as commissioned by NHS England.

The position holder will:

• have responsibility for the leadership, management, performance, quality, governance and coordination of the service
• provide leadership and a behavioural role model for provision of compassionate care within the breast screening service

1.2 Person specification

The postholder for this role should be a consultant breast radiologist, consultant practitioner or breast clinician experienced in the full range of triple assessment. Alternatively, they can be a consultant from within the breast screening service – for example breast surgeon or breast histopathologist – but this would require a lead radiology advisor who would be a consultant radiologist, consultant practitioner, or breast clinician experienced in the full range of triple assessment to support the role.

The director of breast screening should:

• possess suitable competencies, skills and experience for this leadership role
• inspire and motivate others
• display high integrity and honesty
• solve problems and analyse issues
• communicate powerfully
• collaborate and promote teamwork
• build relationships
• display professional expertise
• display a strategic perspective
• develop themselves and others
• take the initiative, innovate, and champion change

1.3 Main duties and responsibilities

The director of breast screening:

• makes sure lines of accountability and responsibility within the service are identified and documented and that this is clearly defined if the service refers women for treatment across trust or healthcare boundaries
• is accountable for budgetary planning and management to make sure the service can meet agreed standards
• is accountable for programme management activities
• is responsible to the chief executive of the trust or organisation in which the service is based
• makes sure the service complies with conditions documented in the national breast screening service specification
• provides assurance that disclosure of audit/duty of candour guidance responsibilities are adhered to
• with the host trust, supports the health and wellbeing of staff by making sure relevant legislation, for example, health and safety and radiation protection, national guidance and local policies are correctly implemented
• provides assurance that screening safety incidents and serious untoward incidents (SUI) are reported within the trust and to the screening quality assurance service (SQAS) in line with local trust, current screening programme and NHS England guidance
• maintains awareness of incidents in breast symptomatic practice that involve staff or equipment associated with the screening service
• provides assurance that image readers and pathologists reporting images and material participate routinely in external quality assurance (EQA) schemes as indicated in the breast screening service specification
• has an understanding of the local eligible population to help address issues of inequality of access
• encourages participation in screening research trials and makes sure research undertaken locally has appropriate ethical and national research advisory committee approval
• provides assurance that all staff involved in client diagnostic work-up are appropriately trained and have the relevant competency sign-off to meet national NHS Breast Screening Programme (BSP) standards
• should provide assurance that all internal and outsourced or subcontracted services (for example medical physics provision, pathology services or administrative letter outsourcing) meet NHS BSP guidance and associated quality, safety and performance standards
• provides assurance that appropriately managed systems are in place to deliver all aspects of the service including:
  • staff training
  • facilities and equipment
  • call and recall
  • external provider compliance
  • risk assessment
  • quality management system
  • adherence to NHS BSP standards
  • escalating risks and issues to trust managers where required

1.4 Clinical accountability

The director of breast screening:

• makes sure clinical policy is maintained through regular multidisciplinary team (MDT) meetings
• makes sure decisions taken about patient management at MDTs are consistent with that policy and are documented in one consistent record agreed by all members of the MDT
• deals with concerns about individuals working within the screening service and reporting and escalating performance concerns in accordance with trust processes
• examines ad-hoc audits for national collation, statistical returns and audits prior to submission and formally “signs off” as appropriate and also ensures any resulting actions to improve performance are undertaken
• makes sure all performance monitoring and mandatory audits are undertaken according to guidance and all performance data is reported including:
  • national audits (NHS BSP and Association of Breast Surgery (ABS), interval cancers and others)
  • KC62 Department of Health returns
  • KPI and routine monitoring statistics

1.5 Other responsibilities of the role

The director of breast screening:

• coordinates the running of the service, communicating with the management and clinical leads within the trust(s), with commissioners and with screening and immunisation leads (SILs) within local commissioning teams
• works with the lead radiographer, programme manager and screening office manager to agree appropriate delegation of tasks which must be reflected in job descriptions and be adequately resourced
• takes responsibility for data accuracy, accurate allocation of named individuals on the national breast screening system (NBSS) and the completeness of the NBSS record
• makes sure the service’s working environment is open and transparent, developing a learning culture and avoiding a blame culture
• works with the host trust to maintain adequate numbers of trained, qualified and competent staff to provide a high-quality breast screening service in line with national guidance
• attends regular management meetings within the host trust, programme board meetings and director of breast screening professional network meetings with SQAS
• makes sure there are regular senior leadership team meetings, at least monthly, with the lead radiographer, programme and screening office manager to discuss operational aspects of the programme

Many of the duties listed may be delegated by the director of breast screening through the senior management team structure. It must be explicitly clear who is responsible for which tasks and functions with clear lines of accountability. There may be additional responsibilities of the role in accordance with local organisation and clinical requirements.

2. Programme Manager: Job description example

Post title: Breast screening programme manager

Reports to: As appropriate within the host organisation

Accountable to: Director of breast screening

2.1 Job summary

The programme manager has responsibility for the non-clinical operational running of all aspects of the local breast screening service. The programme manager works closely with the director of breast screening and may be the first point of contact for PHE (programme and SQAS teams) and local commissioning teams.

The position holder will:

• have responsibility for the leadership, management, performance, quality, governance and coordination of the service
• provide leadership and a behavioural role model for the provision of compassionate care within the breast screening service

2.2 Person specification

The postholder for this role should:

• possess suitable competencies, skills and experience for this leadership role

Important attributes include:

• people leadership
• problem solving
• developing and maintaining relationships
• developing a learning culture
• demonstrating and supporting resilience
• developing a caring culture
• acting as a professional role model
• providing mentorship and coaching

The postholder can be a lead radiographer or a screening office manager and sometimes the responsibilities of the role are shared between several posts or individuals.

2.3 Main duties and responsibilities

Dependent on service organisation, the programme manager’s specific responsibilities can include:

• the production of the 3-year screening round plan which may be completed in liaison with the director of breast screening, lead radiographer and/or screening office manager
• making sure there is a robust local right results (patient pathway) procedure in place, which is audited annually, and that all staff are aware of their responsibilities
• making sure there is safe and effective management of the call and recall system, including the running of failsafe batches to make sure all eligible women are invited for screening
• day-to-day management of the service budget
• monitoring and authorising expenditure against a controlled budget
• making sure systems are in place to maintain and accurately monitor expenditure
• advising of any budgetary problems and providing forecasts of expenditure throughout the year, alerting the director if the service is at risk of breaching its targets
• participating in the agreement of the service specification with local commissioning teams
• making sure there is a workforce plan to maintain a sustainable service, taking account of changes in the eligible population or where there are difficulties in the recruitment of appropriately qualified healthcare staff
• making sure governance structures are in place
• making sure a risk register is maintained that fully covers the screening patient pathway and risks are escalated in line with local trust processes
• making sure processes are in place for women recalled to assessment who fail to attend
• making sure IT systems are updated and changes communicated
• making sure the maintenance of facilities and equipment is fit for purpose and meets NHS BSP standards including mobile screening services and at all stakeholding trusts in the screening pathway
• effective communication with the MDT co-ordinator to make sure breast screening data is provided for discussion
• developing a knowledge and understanding of the consolidated standards (national standards) for breast screening
• overall responsibility for the collection and distribution (in liaison with the screening office manager) of:
  • performance data
  • statistical information on current workload and screening activity
  • forecasts of future workload and screening activity for the planning and development of the service
• responsibility for the production and validation of the KC62, KC63 and the annual NHSBSP and Association of Breast Surgery (ABS) audit of screen detected cancers
• discussing and resolving any issues with other breast screening services such as boundary issues
• responsibility for the quality management system (QMS) through the production of work instructions, policies and procedures and that it is periodically reviewed in line with national guidance
• ensuring all staff are involved in the production of QMS and the annual audit process
• providing screening service leadership in the routine quality assurance visits which will include making sure all required staff and facilities are available
• attending regional role specific meetings facilitated by SQAS to make sure best practice is cascaded to the service
• responsibility for undertaking an annual consumer/client satisfaction survey
• undertaking audits required by SQAS, such as the ceased women audit, which are presented at programme board meetings
• writing an annual report to be presented at local programme board meeting and to host trust board meetings
• participating in health promotion activities, as and when required, to meet service demands
• participating in the investigation of complaints and incidents relating to the service and, where necessary, reporting to SQAS according to screening guidance and implement identified corrective procedures
• organising regular meetings with the screening office manager and lead radiographer to make sure screening round length and waiting times standards are met by the service
• liaising with the director of breast screening on matters raised by stakeholders including screening commissioners, SQAS or the trust management team
• appraisals and overseeing staff personal development

Many duties of the programme manager may be delegated by the director of breast screening through the senior management team structure. It must be explicitly clear who is responsible for which tasks and functions with clear lines of accountability. There may be additional responsibilities of the role in accordance with local organisation and clinical requirements.

3. Screening Office Manager: Job description example

Post title: Screening officer manager

Reports to: As appropriate within the host organisation

Accountable to: Director of breast screening

3.1 Job summary

The screening office manager is responsible for the screening office which provides the administrative functions for the service. The screening office is responsible for sending invitation letters to women eligible for screening, based on lists derived from the BS Select system and for making sure all women receive the right result following their screening episode.

3.2 Person specification

The postholder for this role should possess suitable competencies, skills and experience for this leadership role

Important attributes include:

• people leadership
• problem solving
• developing and maintaining relationships
• developing a learning culture
• demonstrating and supporting resilience
• acting as a professional role model

3.3 Main duties and responsibilities

Dependent on service organisation, screening office management responsibilities may include:

• the ongoing maintenance of the 3-year screening round plan, monitoring circumstances so there are no delays to the 36-month recall standard
• production of regular breast screening population estimates from BS Select to help produce and maintain the screening round plan
• being the named contact point for the management of the national breast screening system (NBSS), having a designated deputy for this role so there is system access and maintenance at all times
• issuing user logins and passwords as appropriate
• making sure software updates are installed as necessary on IT systems and identifying and rectifying faults and issuing communications to relevant members of staff
• working with trust IT so that remote access to the NBSS system is available to authorised users, including NBSS Support, SQAS and screening histories information manager (SHIM)
• developing a knowledge and understanding of the consolidated standards (national standards) for breast screening
• managing the collection of statistical information on current workload and screening activity
• managing the production of the KC62, KC63 and the annual NHSBSP and Association of Breast Surgery (ABS) audit of screen detected cancers
• managing administrative staff, their recruitment, induction, training and competency
• undertaking appraisals and overseeing staff personal development
• attending regional role specific meetings facilitated by SQAS and reviewing and making recommendations relating to NHS BSP guidelines and computer issues through the regional forum
• participating in local management meetings such as programme board, senior leadership team and service staff meetings
• participating in the agreement of the service level specification with local commissioning teams
• participating in health promotion activities as and when required to meet service demands
• participating in the investigation of complaints and incidents relating to the service and, where necessary, reporting to SQAS according to screening guidance and implementing identified corrective procedures

The screening office manager is responsible for day-to-day management of the call and recall system in BS Select ensuring appropriate measures are taken to invite all eligible women. this includes:

• running monthly failsafe data batches and making sure the correct results are sent to the right women
• participating in the annual external review of BS Select undertaken by NHS Digital and the completion of recommendations

The screening office manager manages the processes for women recalled to assessment who fail to attend by:

• issuing a second appointment letter
• making sure, if a woman fails to attend a second a time, there are processes for contacting the woman and her primary care team to agree on appropriate further management

The screening office manager makes sure all staff enter data accurately on to NBSS in a timely manner, including:

• the collection and input of pathology data for all women referred for diagnostic biopsies
• women diagnosed with breast cancer who have surgical treatment

The postholder manages the collection and distribution of NHS BSP performance data and sends information as appropriate to:

• GPs
• SQAS
• commissioners
• internal service personnel
• host trust

The postholder takes part in routine quality assurance visits which will include:

• completion of visit questionnaires and associated evidence
• helping SQAS with the organisation of the day

Many duties of the screening office manager may be delegated by the programme manager through the senior management team structure. It must be explicitly clear who is responsible for which tasks and functions with clear lines of accountability. There may be additional responsibilities of the role in accordance with local organisation and clinical requirements.