Job summary
- Main area
- Administrative
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Part time - 15 hours per week (The administrative office is open from 7am to 5pm Monday to Friday. Shifts within these times may be flexible; either working 2x 7.5hr days or part days.)
- Job ref
- 279-6374726-JUN24
- Employer
- 279 University Hospitals Sussex NHS Foundation Trust
- Employer type
- NHS
- Site
- St Richards Hospital
- Town
- Chichester
- Salary
- £22,816 - £24,336 per annum, pro rata
- Salary period
- Yearly
- Closing
- 07/07/2024 23:59
- Interview date
- 17/07/2024
Employer heading
Histopathology – Senior Administrative Assistant
Band 3
About our Trust
At UHSussex we’re proud to be at the heart of the NHS. As one of the UK’s largest acute Trusts, we’re a leading example of the excellence, the ambition and the values that have embodied the NHS for over 70 years.
Our hard-working, talented and dedicated people work together towards a common goal – to always put our Patient First . In fact our mission is summed up by our ‘where better never stops’ motto and you will play a part in driving us forwards and in improving the lives of patients across Sussex.
At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First, as shown in our Outstanding for Caring CQC rating. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, and can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 2) and a Veteran Aware Trust.
We treat our patients and staff with the same compassion and empathy we expect for ourselves. We’re here for them when they need us, and we go above and beyond to meet their needs. This can be seen in our Wellbeing Programme for staff which is extensive and designed to support you when you need it - because we know that to look after others we must first look after ourselves.
As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.
We look forward to receiving your application and the start of your journey with UHSussex.
Job overview
The Cellular Pathology Laboratory (main base St Richards Hospital, Chichester) within the newly formed University Hospitals Sussex NHS Foundation Trust currently deals with approximately 35,000 – 40,000 Histology specimens from across the West Sussex including St Richards Hospital, Chichester, Worthing Hospital and Southlands Hospital, Shoreham.
The administrative team are all based at St Richards Hospital, Chichester although we do have a spoke laboratory based at Worthing Hospital and as such you will be expected to undertake appropriate duties as per the Job Description (see attached)
This role will be to participate in the activities of the administrative team, under the guidance of the Administrative Supervisor.
The individual will be expected to provide comprehensive high quality administrative support to the department, including Word Processing of reports and letters from manuscript or audio (Big Hand) using the Laboratory Information Management System (LIMS = WinPath Enterprise) and Microsoft 365 software products, particularly Excel and Word. In addition, the department uses the Q-Pulse Quality IT System and the Cerebro Tracking System, so any prior experience with either will be an advantage.
This role is for 15hours per week, ideally working 2 days although hours and days can be discussed.
Main duties of the job
Provision of comprehensive, high quality administrative support to the Consultant Histopathologists, Specialist Registrars, Lead Biomedical Scientist, Administrative Supervisor and Laboratory personnel to help deliver a high quality and timely result service.
Specifically to provide a comprehensive service related to sending away of cases and receipt of associated reports. This will involve ensuring all pre-report typing is completed, e.g. entering of clinical details and macroscopic descriptions onto LIMS; completion of specific send-away spreadsheet; preparation of slides together with electronic and paper information in appropriate batches; organising of company courier; correct tracking of in/out of all materials on Cerebro Laboratory Tracking system; entering of completed reports onto LIMS and subsequent allocation to an in-house Consultant; storage of returned items and final completion of spreadsheet and tracking system.
To communicate effectively across the multi-disciplinary workforce that interact with the Cellular Pathology department, including Consultants, Registrars, House Officers, Service Managers, Ward Managers, Nursing Staff, MDT Coordinators and any other appropriate personnel under the guidance of the Administrative Supervisor and the Deputy Administrative Supervisor.
Working for our organisation
At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First, as shown in our Outstanding for Caring CQC rating. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, and can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 2) and a Veteran Aware Trust.
We treat our patients and staff with the same compassion and empathy we expect for ourselves. We’re here for them when they need us, and we go above and beyond to meet their needs. This can be seen in our Wellbeing Programme for staff which is extensive and designed to support you when you need it - because we know that to look after others we must first look after ourselves.
As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.
We look forward to receiving your application and the start of your journey with UHSussex.
Detailed job description and main responsibilities
Communication
Establish and maintain positive interpersonal relationships with other staff members characterised by trust, mutual respect and open, honest communication, including external organisation personnel.
· Provide support to Laboratory personnel within the department with regards to any administrative functions they are assisting with as required.
· Provide information to users of the service according to the current SOPs & Trust directives.
· Undertake Word processing of reports and letters from manuscript and/or audio dictation using the LIMS and Microsoft Office software products as required.
· Actively participate in meetings as appropriate.
· Maintain effective spreadsheet (Excel) and records relating to patients, samples & cases (e.g. referrals) both written and electronic.
· Appropriately use, as necessary, the Laboratory Information Management System (LIMS) and Trust IT systems according to authorised guidelines and protocols including registration, verification of data, the input of data and results and the appropriate management of results through relevant authorisation processes.
· Use Trust-wide electronic systems, as appropriate, adhering to Trust policies, guidelines and procedures.
· Arrange for the documentation and transport of specimens to external / referral laboratories as requested.
· Use Microsoft Office including Word Processing and Excel Spreadsheets as directed by the Administrative Supervisor and the Head BMS. · Adhere to and follow regulations and guidelines such as Data Protection and Caldecott issues relating to the use and storage of patient information.
Service Delivery and Improvement
· Participate in using the Quality Management System (Q-Pulse) appropriately.
· Participate in helping the Cellular Pathology Service pursue and maintain full UKAS ISO15189 accreditation.
· Participate as requested in the review of SOPs for Administrative–related functions and to adhere to SOPs at all times.
· Assist in the management of stock control as appropriate.
· Ability to concentrate for prolonged periods on extensive amounts of typing.
· Deal with interruptions and service issues plus telephone, patient and other enquiries.
People Management and Development
· Maintain a personal level of competence necessary for the delivery of a high quality Administrative Service.
· Ensure the Trust values are demonstrated at all times.
· Ensure all Mandatory & Statutory Training for self are maintained as required.
· Maintain a high level of competence relating to administrative skills required to fulfil the role.
Assist with training of new and temporary administrative staff as delegated by the admin supervisor and deputy
Patient Care Delivery
· To inform senior personnel of any impending stock issues.
· To participate in collating information as required.
· Effectively manage own time relating to workload, training and assignments under the guidance of senior personnel.
· Participate in effective filing systems appropriate to the efficient administration of the department.
· To ensure smooth operation of all send-away services as noted above.
· Ensure correct filing, retrieving and maintenance of all patient records & notes.
· Organise the packaging & posting of any/all items as directed – ensuring accurate records are kept in the Excel spreadsheets, LIMS and Cerebro tracking system - i.e. all required information entered accurately and in a timely manner.
· Present all documentation to the professional standards required by the Trust, individual Consultants, the Head BMS and the Administrative Supervisor.
· Be familiar with and follow appropriate procedures with regards to Data Protection, Information Governance and Caldicott issues related to the use & storage of any patient information.
Person specification
Experience & Qualifications
Essential criteria
- NVQ3 or equivalent award
- GCSE English minimum Grade C or equivalent
- GCSE Maths minimum Grade C or equivalent
- Demonstrable knowledge of Administrative procedures particularly with regards to typing.
Desirable criteria
- ECDL
- GCSE ICT minimum Grade C or equivalent
- RSA3 or equivalent qualifications in Secretarial related subjects
- Proven experience of working in a Medical environment.
Skills and other
Essential criteria
- Demonstrable abilities to use IT, including Windows-based software – in particular Word and Excel.
- Demonstrable ability of audit typing
- Proven ability to work as part of a team.
- Demonstrable written, reading and numerical skills.
Equality, Diversity, and Inclusion
Essential criteria
- Evidence of having championed diversity in previous roles (as appropriate to role
- Evidence of having undertaken own development to improve understanding of equalities issues
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Leisa Cook
- Job title
- Lead Biomedical Scientist
- Email address
- [email protected]
- Telephone number
- 01243 788122
- Additional information
ext 32622
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