Job summary
Applications are invited from proactive,
motivated, enthusiastic Administrative support Secretary to join the Cellular Pathology Department, Worcestershire Acute
Hospitals NHS Trust. This vacancy is for a 12 month fixed term contract. The
department is UKAS accredited ISO 15189:2021 and is an IBMS approved training
laboratory.
The post holders would be working 37.5 hours
per week, Monday to Friday (occasional weekend working may be required)
The post holder will be working as part of a
combined team of Consultant Pathologists, Biomedical Scientists, Medical
Laboratory Assistants and Secretarial and other support staff to provide a
cellular pathology service for Worcestershire.
For further information, please contact Dhakir Ghaleb, Cellular
Pathology Services Manager on 01905 760230 or via email: dhakir.ghaleb@nhs.net
Main duties of the job
Responsible for
typing histology reports on specimens originating from Worcestershire Acute
Hospitals, Worcestershire GP practices, Worcestershire Health and Care Trust
and private hospitals on the departments Winpath system.
Ensuring correlation
between the dictated report and the diagnosis written on the request card and
pointing out any discrepancies to the Consultant Histopathologists.
Using the
Systematized Nomenclature of medicine (SNOMED), accurately allocating the
appropriate codes for the reports.
Accurate selection of codes is essential for audit purposes within the
department and within the Trust.
Generating
appropriate hard copies as necessary for the Consultants, GPs, X-ray,
Endoscopy, Breast Screening etc.
Distributing typed
reports to the appropriate Consultant for signature.
Ensuring signed
reports are passed to the Clerks for timely distribution.
About us
Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this.
Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.
The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester
Our workforce is nearly 6,800 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.
We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.
Our objectives are simple:
- Best services for local people
- Best experience of care and best outcomes for our patients
- Best use of resources
- Best people
Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.
Job description
Job responsibilities
- Responsible for
typing histology reports on specimens originating from Worcestershire Acute
Hospitals, Worcestershire GP practices, Worcestershire Health and Care Trust
and private hospitals on the departments Winpath system.
- Ensuring correlation
between the dictated report and the diagnosis written on the request card and
pointing out any discrepancies to the Consultant Histopathologists.
- Using the
Systematized Nomenclature of medicine (SNOMED), accurately allocating the
appropriate codes for the reports.
Accurate selection of codes is essential for audit purposes within the
department and within the Trust.
- Distributing typed
reports to the appropriate Consultant for signature.
- Ensuring signed
reports are passed to the Clerks for timely distribution.
- To
book in the samples onto the laboratory computer system.
- To
enter data onto the computer system and generate slide labels which are
attached to the forms.
- To file slides and tissue blocks.
- To send away blocks and slides for
second opinion as required.
- To assist in
providing a secretarial service to the nine full-time Consultant
Histopathologists.
- Opening and
distribution of incoming mail, identifying areas where appropriate action can
be taken before passing on to the Consultant Histopathologists.
- Action and management
of emails received to the generic cellpath email account.
- Managing external reports
received into the department, such as second opinions/referred work returned
and uploading these to the pathology Winpath system and/or patients EZnotes.
- Arranging meetings
and maintaining diaries.
- Typing letters and
other general correspondence and generating own correspondence as agreed.
- Maintaining filing
systems and use of photocopier and fax.
- Receiving and making
telephone calls to Consultants and GPs, within the Trust and in other areas, providing
a first point of contact on behalf of the Consultants.
- Bringing to the
Consultants attention any outstanding or urgent reports that are needed for
Outpatient appointments/ MDTs etc.
- Organizing specimens,
which need to be sent to other hospitals, for specialist opinions, trials,
reviews etc. Ensuring they are correctly
packaged, dispatched and accurately recorded, and arranging taxis/couriers as
required. Monitoring these cases to ensure that a reply has been
received and material has been returned for our archives. Audit incomplete cases and chase their
return. Typing supplementary reports
where necessary.
- Ensuring that
laboratory staff are informed of specimens that need to be held pending further
work specialist opinions, medico-legal cases etc. so that such specimens are
not disposed of.
- Providing cover for
other histopathology secretarial staff at times of annual leave and sickness.
- Using the hospital
Oasis and EZ notes computer systems to look up patient demographic information to
ensure accurate booking in of specimens and to correct omissions and errors on
histology booking in.
- Using the hospital
case-note tracking system to obtain notes for the Histopathologists and also to
track back notes from deceased patients after post mortem.
- To be able to use PAS
systems to arrange and identify patients appointments, supporting booking
administrator and to accept enquiries from clinicians, GPs, Health Service and
Social Services personnel, other hospitals, voluntary agencies, patients and their
relatives..
- To undertake any
other duties as may be required as appropriate by the Cellualr Patghology
Services Managaer or a member of the senior team in accordance to the needs of
the service.
- To follow
departmental policies and procedures.
- Maintaining a high
degree of confidentiality at all times with regard to information concerning
members of staff and patients and ensuring that all work practices comply with
the Data Protection Act.
- To participate in the
Trust Personal Development Review (PDR).
Job description
Job responsibilities
- Responsible for
typing histology reports on specimens originating from Worcestershire Acute
Hospitals, Worcestershire GP practices, Worcestershire Health and Care Trust
and private hospitals on the departments Winpath system.
- Ensuring correlation
between the dictated report and the diagnosis written on the request card and
pointing out any discrepancies to the Consultant Histopathologists.
- Using the
Systematized Nomenclature of medicine (SNOMED), accurately allocating the
appropriate codes for the reports.
Accurate selection of codes is essential for audit purposes within the
department and within the Trust.
- Distributing typed
reports to the appropriate Consultant for signature.
- Ensuring signed
reports are passed to the Clerks for timely distribution.
- To
book in the samples onto the laboratory computer system.
- To
enter data onto the computer system and generate slide labels which are
attached to the forms.
- To file slides and tissue blocks.
- To send away blocks and slides for
second opinion as required.
- To assist in
providing a secretarial service to the nine full-time Consultant
Histopathologists.
- Opening and
distribution of incoming mail, identifying areas where appropriate action can
be taken before passing on to the Consultant Histopathologists.
- Action and management
of emails received to the generic cellpath email account.
- Managing external reports
received into the department, such as second opinions/referred work returned
and uploading these to the pathology Winpath system and/or patients EZnotes.
- Arranging meetings
and maintaining diaries.
- Typing letters and
other general correspondence and generating own correspondence as agreed.
- Maintaining filing
systems and use of photocopier and fax.
- Receiving and making
telephone calls to Consultants and GPs, within the Trust and in other areas, providing
a first point of contact on behalf of the Consultants.
- Bringing to the
Consultants attention any outstanding or urgent reports that are needed for
Outpatient appointments/ MDTs etc.
- Organizing specimens,
which need to be sent to other hospitals, for specialist opinions, trials,
reviews etc. Ensuring they are correctly
packaged, dispatched and accurately recorded, and arranging taxis/couriers as
required. Monitoring these cases to ensure that a reply has been
received and material has been returned for our archives. Audit incomplete cases and chase their
return. Typing supplementary reports
where necessary.
- Ensuring that
laboratory staff are informed of specimens that need to be held pending further
work specialist opinions, medico-legal cases etc. so that such specimens are
not disposed of.
- Providing cover for
other histopathology secretarial staff at times of annual leave and sickness.
- Using the hospital
Oasis and EZ notes computer systems to look up patient demographic information to
ensure accurate booking in of specimens and to correct omissions and errors on
histology booking in.
- Using the hospital
case-note tracking system to obtain notes for the Histopathologists and also to
track back notes from deceased patients after post mortem.
- To be able to use PAS
systems to arrange and identify patients appointments, supporting booking
administrator and to accept enquiries from clinicians, GPs, Health Service and
Social Services personnel, other hospitals, voluntary agencies, patients and their
relatives..
- To undertake any
other duties as may be required as appropriate by the Cellualr Patghology
Services Managaer or a member of the senior team in accordance to the needs of
the service.
- To follow
departmental policies and procedures.
- Maintaining a high
degree of confidentiality at all times with regard to information concerning
members of staff and patients and ensuring that all work practices comply with
the Data Protection Act.
- To participate in the
Trust Personal Development Review (PDR).
Person Specification
Experience
Essential
- Has experience in an administrative role.
Desirable
- NHS laboratory experience.
Qualifications
Essential
- Good standard of education to at least GCSE level.
- NVQ 2 or above in Laboratory and associated technical activities or Business and Administration or equivalent.
- Willing to undertake any necessary in-house training required.
Desirable
- Good spoken and written English.
Other Qualities
Essential
- Clear, legible handwriting.
- Ability to communicate information clearly and concisely both verbally and in writing. Ability to keep accurate records.
- Competent keyboard skills.
Desirable
- Knowledge of manual handling and Health and Safety regulations.
- Medical terminology
Person Specification
Experience
Essential
- Has experience in an administrative role.
Desirable
- NHS laboratory experience.
Qualifications
Essential
- Good standard of education to at least GCSE level.
- NVQ 2 or above in Laboratory and associated technical activities or Business and Administration or equivalent.
- Willing to undertake any necessary in-house training required.
Desirable
- Good spoken and written English.
Other Qualities
Essential
- Clear, legible handwriting.
- Ability to communicate information clearly and concisely both verbally and in writing. Ability to keep accurate records.
- Competent keyboard skills.
Desirable
- Knowledge of manual handling and Health and Safety regulations.
- Medical terminology
