Job summary
We are seeking a proactive and highly organised Pathology Admin and Clerical Secretary (Band 4) to join our team on a Fixed-Term Contract (Maternity Cover) at West Suffolk NHS Foundation Trust. This role provides essential PA and administrative support to Pathology Consultants and technical staff, ensuring the smooth running of services across multiple departments. You will play a key role in maintaining high standards of communication, organisation, and service delivery, while also mentoring junior staff and contributing to service development.
This is an excellent opportunity for someone with strong interpersonal skills, a keen eye for detail, and a flexible approach to work. You'll be part of a supportive team that values fairness, inclusivity, respect, safety, and teamwork.
Main duties of the job
Provide PA support to Pathology Consultants and senior staff, including diary management and meeting coordination.
Audio and copy type Pathology reports, post-mortem reports, and correspondence using systems such as WinPath, MModal, and e-Care.
Liaise effectively with internal departments, external clinicians, HM Coroner's office, and the Pathology Partnership (ESNEFT).
Supervise and mentor Band 3 A&C staff, delegating tasks and supporting training needs.
Contribute to audits and ongoing monitoring of the Pathology service using Excel and Access databases.
Support administrative functions for clinics, including updating patient records and preparing correspondence.
Assist in reviewing and implementing SOPs and policies within the Pathology A&C team.
Ensure mandatory training is up to date and attend team meetings to support service development.
About us
#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.
Job description
Job responsibilities
Please review job description attached to view the jobs main responsibilities and duties.
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?
Job description
Job responsibilities
Please review job description attached to view the jobs main responsibilities and duties.
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?
Person Specification
Experience & Knowledge
Essential
- Knowledge of Microsoft Word, Excel, Outlook Email and Calendar. Knowledge of Medical Terminology
Desirable
- WinPath Pathology system
- Mmodal system
- -e-Care system
- -DART system
- ICE system
Education & Qualification
Essential
- A-C GCSE or equivalent in English and Maths. RSA3 or equivalent ability / experience
Skills & Abilities
Essential
- To have the ability to deal with sensitive or distressing information in an appropriate, professional and diplomatic manner.
- The ability to analyse and problem solve working from own initiative.
- The ability to work within a team based environment.
- To have excellent interpersonal skills and an ability to communicate with staff at all levels.
- To have excellent customer care skills and an ability to communicate with and reassure staff / patients
- Flexible approach to working hours/duties
Personal Qualities
Essential
- The ability to train and supervise junior members of staff.
- The ability to organise and prioritise.
- Flexible approach to working hours/duties
Person Specification
Experience & Knowledge
Essential
- Knowledge of Microsoft Word, Excel, Outlook Email and Calendar. Knowledge of Medical Terminology
Desirable
- WinPath Pathology system
- Mmodal system
- -e-Care system
- -DART system
- ICE system
Education & Qualification
Essential
- A-C GCSE or equivalent in English and Maths. RSA3 or equivalent ability / experience
Skills & Abilities
Essential
- To have the ability to deal with sensitive or distressing information in an appropriate, professional and diplomatic manner.
- The ability to analyse and problem solve working from own initiative.
- The ability to work within a team based environment.
- To have excellent interpersonal skills and an ability to communicate with staff at all levels.
- To have excellent customer care skills and an ability to communicate with and reassure staff / patients
- Flexible approach to working hours/duties
Personal Qualities
Essential
- The ability to train and supervise junior members of staff.
- The ability to organise and prioritise.
- Flexible approach to working hours/duties
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
West Suffolk NHS Foundation Trust
Address
West Suffolk Hospital NHS Foundation Trust
Hardwick Lane
Bury St Edmunds
IP33 2QZ
Employer's website
https://www.wsh.nhs.uk (Opens in a new tab)
