Job summary
An exciting opportunity has arisen at South West London Pathology, St. George's NHS Foundation Trust Hospital, for a highly motivated individual with extensive Medical Sectary experience, to take up this new role as the Deputy Administration Manager & Cancer Pathway Facilitator.
The successful candidate will join our Cellular Pathology Department and focus on ensuring there is a suitable provision of comprehensive secretarial and administrative support at a senior level to the Consultant body, Clinical Fellows, Consultant Biomedical Scientists and Registrars in addition to Advanced Practitioners in the Cellular Pathology Department.
Main duties of the job
The Deputy Manager has delegated responsibilities for a range of operational activities (in the absence of the Administration Manager & Cancer Pathway Facilitator (AMCPF)), working autonomously using initiative and their specialist knowledge and experience of the service to make decisions.
The post holder will assist the AMPCF with overseeing all the administrative and clerical processes to enable a high quality, effective, patient focused service to be delivered.
The post holder will support the department to ensure that standard operating procedures are followed, and to assist with monitoring KPIs to ensure the performance targets are being met.
In the absence of the Administration Manager, the Deputy will provide regular updates on performance and the escalation of issues that hinder the delivery of a smooth patient pathway to senior management.
About us
St George's, Epsom and St Helier University Hospitals and Health Group cares for a population of four million people in South West London and North East Surrey.Our sites include St George's Hospital, one of 11 major trauma centres in the UK and the largest healthcare provider and major teaching hospital in the area; St Helier Hospital, home to the South West Thames Renal and Transplantation Unit and Queen Mary's Hospital for Children; and Epsom Hospital, home to the South West London Elective Orthopaedic Centre (SWLEOC).
After years of collaboration, our two Trusts became a hospitals group in 2021. While remaining as two separate Trusts, being a hospitals group will help us to collaborate more closely on research, and the development, education, and training of our 17,000-strong workforce.
Job description
Job responsibilities
1. To assist with line management of Medical Secretaries, Cancer Pathway Coordinators and Clerical Officers within the admin team.
2. With support from the AMCPF implement Trust systems for managing individual performance and for resolving poor performance
3. Assist with the continuing personal and professional development of staff and undertake yearly appraisals and Personal Development Plans as required by the AMCPF.
4. To assist with the recruitment of staff with the appropriate skills to support the needs of the admin team.
5. Be aware of the training requirements for digital dictation and the LIM systems, of staff to be to provide a patient focused service, as well as mandatory training (MAST).
6. To develop, deliver and monitor training and awareness sessions for administrative staff within the admin team
7. Monitor that that Standard Operating Procedures are adhered to by all administrative staff with admin team.
8. Monitor the quality of patient data entered onto WinPath Enterprise, ICLIP, PAS or EPR by all clinical and administrative staff and this is maintained throughout the admin team.
9. To assist in the development of a monitoring to ensure that all steps in the specimen pathway are achieved within the appropriate timeframe from sample taken to issuing a result.
10. In the absence of the AMCPF, to escalate workforce and capacity issues to senior management.
11. To liaise with the AMCPF to support informatics and to collect performance management and clinical information for patients with diagnosed or suspected cancer throughout the whole of their pathway.
12. To analyse cancer performance data and then work with the Administration Manager to ensure issues are escalated where necessary.
**Please see the attached supporting job description and person specification document, which contains more information about the role and requirements. Please ensure your application refers to the job description and person specification**
Job description
Job responsibilities
1. To assist with line management of Medical Secretaries, Cancer Pathway Coordinators and Clerical Officers within the admin team.
2. With support from the AMCPF implement Trust systems for managing individual performance and for resolving poor performance
3. Assist with the continuing personal and professional development of staff and undertake yearly appraisals and Personal Development Plans as required by the AMCPF.
4. To assist with the recruitment of staff with the appropriate skills to support the needs of the admin team.
5. Be aware of the training requirements for digital dictation and the LIM systems, of staff to be to provide a patient focused service, as well as mandatory training (MAST).
6. To develop, deliver and monitor training and awareness sessions for administrative staff within the admin team
7. Monitor that that Standard Operating Procedures are adhered to by all administrative staff with admin team.
8. Monitor the quality of patient data entered onto WinPath Enterprise, ICLIP, PAS or EPR by all clinical and administrative staff and this is maintained throughout the admin team.
9. To assist in the development of a monitoring to ensure that all steps in the specimen pathway are achieved within the appropriate timeframe from sample taken to issuing a result.
10. In the absence of the AMCPF, to escalate workforce and capacity issues to senior management.
11. To liaise with the AMCPF to support informatics and to collect performance management and clinical information for patients with diagnosed or suspected cancer throughout the whole of their pathway.
12. To analyse cancer performance data and then work with the Administration Manager to ensure issues are escalated where necessary.
**Please see the attached supporting job description and person specification document, which contains more information about the role and requirements. Please ensure your application refers to the job description and person specification**
Person Specification
Qualifications and Training
Essential
- Educated to degree level or equivalent level of previous experience
- IT courses completed in Excel and Access or equivalent experience
- RSA III or equivalent, or equivalent skills and experience
- AMSPAR (must include extensive medical terminology) or equivalent
Desirable
- Experience/qualification within Histopathology or cancer services performance management
- Post graduate Diploma in Management or equivalent experience
Knowledge and Experience
Essential
- Leadership skills
- Extensive experience of operational staff management principles including performance management
- Experience of managing staff in a healthcare office environment and an interest in developing management skills
- Extensive experience in establishing and maintaining robust office systems
Desirable
- Extensive knowledge of Cellular Pathology administration procedures
- Experience of managing / collaborating with pathologists and other clinical staff to ensure quality standards are met
Skills and Abilities
Essential
- Strong leadership qualities, coupled with highly effective communication and motivation skills.
- Excellent written and verbal communication skills
- Proficient in audio and copy typing
Person Specification
Qualifications and Training
Essential
- Educated to degree level or equivalent level of previous experience
- IT courses completed in Excel and Access or equivalent experience
- RSA III or equivalent, or equivalent skills and experience
- AMSPAR (must include extensive medical terminology) or equivalent
Desirable
- Experience/qualification within Histopathology or cancer services performance management
- Post graduate Diploma in Management or equivalent experience
Knowledge and Experience
Essential
- Leadership skills
- Extensive experience of operational staff management principles including performance management
- Experience of managing staff in a healthcare office environment and an interest in developing management skills
- Extensive experience in establishing and maintaining robust office systems
Desirable
- Extensive knowledge of Cellular Pathology administration procedures
- Experience of managing / collaborating with pathologists and other clinical staff to ensure quality standards are met
Skills and Abilities
Essential
- Strong leadership qualities, coupled with highly effective communication and motivation skills.
- Excellent written and verbal communication skills
- Proficient in audio and copy typing
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.
