Job summary
The post holder will provide high quality administrative support to the Genetics Service in order to ensure that a comprehensive diagnostic service is provided to the hospital.
They will provide administrative assistance to the Genetics Consultants, Clinical Fellows, Genetic Counsellors, Genomic Associates and other members of the Genetics department. Responsibilities include management of patient samples; this involves maintaining accurate records and following departmental SOPs to process patients' genetic samples and log their flow from blood sampling to receiving the results from the genetic lab.
Main duties of the job
The post holder will provide high quality administrative support to the Genetics Service to ensure that a comprehensive diagnostic service is provided to the hospital.
They will provide administrative assistance to the Genetics Consultants, Clinical Fellows, Genetic Counsellors, Genomic Associates and other members of the Genetics department. Responsibilities include management of patient samples; this involves maintaining accurate records and following departmental SOPs to process patients' genetic samples and log their flow from blood sampling to receiving the results from the genetic lab. The post holder will play a key role in the maintenance of project spreadsheets and administrative systems to support the efficient running of the department in line with current regulations.
The post holder will fulfil a variety of tasks to ensure that a high standard of patient care is met. The post holder is expected to be proactive in developing and implementing procedures and will be required to work with a degree of autonomy. It is essential that the post holder can organise their workload and cope with conflicting demands on their time but prioritise their workload accordingly. Much of the work is confidential in nature and the post holder is expected to adhere to MEH information governance and confidentiality policies.
About us
What's in it for You?
At Moorfields, we invest in you--your growth, your wellbeing, your future.You'll join a flexible, supportive organisation offering:
o Competitive salary (including high-cost area supplement)
o Membership of the NHS Pension Scheme
o 24/7 independent counselling support
o Career-long learning and development opportunities
o Excellent transport connections
o Access to NHS and Blue Light discount schemes
o Free Pilates classes
o Full support and training to develop your skills
And so much more! To see the full range of benefits we offer please view our Moorfields benefits leaflet.
Job description
Job responsibilities
Responsible for the delivery of high-quality administrative services to staff and patients within the genetics department
To promote a positive image of the Trusts Genetic Service through the provision of excellent customer service to patients, relatives/carers and external stakeholders, demonstrating a commitment to putting patient care first.
Meeting arrangements for department (including room/virtual Teams bookings for regular and one-off meetings, circulating invitations/details)
Assisting with observers, liaising with HR, creation of observer name badges, assisting with letters confirming informal/observer fellowships, sending out timetables
To coordinate orders and maintaining sufficient supply of department stationery/supplies/blood packs etc
Manage international and national shipment of patient samples for diagnostic testing. Liaise with the relevant labs, courier companies and Moorfields transport department.
Ensure all samples received by post are logged, communicated to the team and efficiently dispatched to the relevant labs. Ensure all associated consent forms are appropriately signed off.
Responsible for requesting blood/DNA samples from patients and relatives, as referred by genetic counsellors. Responsibilities include maintaining and using appropriate letter templates, including the correct consent forms, maintaining a record of packs sent in spreadsheets and hospital databases, answering patient/GP queries about blood/saliva packs, managing all responses, and chasing up outstanding packs/samples.
Assist consultants and genetic counsellors with any request for patient details or sending information on patient information days or various research studies.
Co-ordinate the induction of any new members of the Genetics team (and certain members of relevant research teams), liaise with HR, support on how to use the Genetics module of the OpenEyes database; how to access and use various spreadsheets and databases within the shared I drive and perform other requests by Genetics consultants.
To ensure high standards of data entry and quality are achieved and sustained across all services, in both paper and electronic record-keeping.
Digitalise pedigree files and support the transition to a paperless department.
Manage all diagnostic lab reports from diagnostic and research laboratories and distribute to secretaries, consultants and genetic counsellors, as appropriate.
Job description
Job responsibilities
Responsible for the delivery of high-quality administrative services to staff and patients within the genetics department
To promote a positive image of the Trusts Genetic Service through the provision of excellent customer service to patients, relatives/carers and external stakeholders, demonstrating a commitment to putting patient care first.
Meeting arrangements for department (including room/virtual Teams bookings for regular and one-off meetings, circulating invitations/details)
Assisting with observers, liaising with HR, creation of observer name badges, assisting with letters confirming informal/observer fellowships, sending out timetables
To coordinate orders and maintaining sufficient supply of department stationery/supplies/blood packs etc
Manage international and national shipment of patient samples for diagnostic testing. Liaise with the relevant labs, courier companies and Moorfields transport department.
Ensure all samples received by post are logged, communicated to the team and efficiently dispatched to the relevant labs. Ensure all associated consent forms are appropriately signed off.
Responsible for requesting blood/DNA samples from patients and relatives, as referred by genetic counsellors. Responsibilities include maintaining and using appropriate letter templates, including the correct consent forms, maintaining a record of packs sent in spreadsheets and hospital databases, answering patient/GP queries about blood/saliva packs, managing all responses, and chasing up outstanding packs/samples.
Assist consultants and genetic counsellors with any request for patient details or sending information on patient information days or various research studies.
Co-ordinate the induction of any new members of the Genetics team (and certain members of relevant research teams), liaise with HR, support on how to use the Genetics module of the OpenEyes database; how to access and use various spreadsheets and databases within the shared I drive and perform other requests by Genetics consultants.
To ensure high standards of data entry and quality are achieved and sustained across all services, in both paper and electronic record-keeping.
Digitalise pedigree files and support the transition to a paperless department.
Manage all diagnostic lab reports from diagnostic and research laboratories and distribute to secretaries, consultants and genetic counsellors, as appropriate.
Person Specification
Education/Qualifications
Essential
- A-Level qualifications or equivalent experience
- Recognised computer literacy course (e.g. ECDL) or equivalent experience
- Recognised customer care course or equivalent experience
Desirable
- Recognised minute taking course or equivalent experience
Experience
Essential
- Significant experience managing and entering clinical data ie; excel spreadsheets and databases
- Experience of coordinating a department shared email inbox and complex department/patient calendars and appointments
- Experience of independently managing blood/DNA samples and arranging national/international shipment of non-hazardous biological samples.
- Demonstrable experience of dealing with matters of a highly sensitive nature in a competent and aware manner
- Substantial experience of developing effective administrative systems and processes, overseeing and performance managing their implementation.
- Experience of working independently and of prioritising own workload.
Desirable
- Experience working with in a clinical department
- Experience of providing support to meetings (including formal minute writing, preparation of agenda etc.)
- Co-ordinating large meetings and events
- Experience using NHS patient systems
- Experience of processing and distributing genetic diagnostic reports
Skills
Essential
- Effective interpersonal and communication skills
- Effective organisational skills and ability to manage time and prioritise work
- Excellent communication skills, verbally, electronically and in writing
- Ability to make judgements unaided and to escalate when it may be necessary
Personal Qualities
Essential
- oAbility to remain calm under pressure
- oSelf-motivated, enthusiastic and driven, with determination to succeed
- oFlexible and pro-active approach to work
- oProfessional manner and organised approach
Person Specification
Education/Qualifications
Essential
- A-Level qualifications or equivalent experience
- Recognised computer literacy course (e.g. ECDL) or equivalent experience
- Recognised customer care course or equivalent experience
Desirable
- Recognised minute taking course or equivalent experience
Experience
Essential
- Significant experience managing and entering clinical data ie; excel spreadsheets and databases
- Experience of coordinating a department shared email inbox and complex department/patient calendars and appointments
- Experience of independently managing blood/DNA samples and arranging national/international shipment of non-hazardous biological samples.
- Demonstrable experience of dealing with matters of a highly sensitive nature in a competent and aware manner
- Substantial experience of developing effective administrative systems and processes, overseeing and performance managing their implementation.
- Experience of working independently and of prioritising own workload.
Desirable
- Experience working with in a clinical department
- Experience of providing support to meetings (including formal minute writing, preparation of agenda etc.)
- Co-ordinating large meetings and events
- Experience using NHS patient systems
- Experience of processing and distributing genetic diagnostic reports
Skills
Essential
- Effective interpersonal and communication skills
- Effective organisational skills and ability to manage time and prioritise work
- Excellent communication skills, verbally, electronically and in writing
- Ability to make judgements unaided and to escalate when it may be necessary
Personal Qualities
Essential
- oAbility to remain calm under pressure
- oSelf-motivated, enthusiastic and driven, with determination to succeed
- oFlexible and pro-active approach to work
- oProfessional manner and organised approach
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.
