Job summary
Departmental Secretary and Admin Assistant
Department Cellular Pathology
Band 4 £28,392 - £31,157 Per annum, pro rata
Hours 15 hours per week, worked on a Monday and Tuesday, all MKUH roles will be considered for flexible working
The Cellular Pathology department is seeking to recruit an enthusiastic, motivated, and versatile individual to take up the part time post of Departmental Secretary and Admin Assistant for the Cervical Screening Programme Lead and Thames Valley External Quality Assurance Scheme, in our professional and friendly team.
This position is a job share and offers the opportunity to work across the Divisions of Core Clinical Support Services and Women's and Children's Services.
You will be a member of the administration team supporting the delivery of an efficient, high quality Cellular Pathology service. The key elements of this role are varied and include the provision of an efficient secretarial service to the Consultant Histopathologists, including the entry of diagnostic reports and the typing of medical correspondence.
For more information, please contact Leigh Stevenson, Office Manager or Juliet Harrison, Departmental Secretary Admin Assistant for the Cervical Screening Programme Lead and Thames Valley External Quality Assurance Scheme on 01908 995804 or 995802
Please note that we are not able to offer sponsorship for this role.
Interviews 19th and 20th May 2026
Main duties of the job
'We care We communicate We collaborate We contribute'
'Administrative and Clerical staff feel supported with flexible working at MKUH, reporting 6.82 out of 10, and a 76% feel strongly about approaching their managers regarding flexible working.' ''NHS Survey, 2024''
To work closely with the Trust Cervical Screening Programme Leads (CSPL) ensuring effective communication with all stakeholders guaranteeing meetings, minutes and action plans are updated and communicated effectively.
To work closely with the Thames Valley External Quality Assurance (EQA) scheme clinical leads and participants to ensure the delivery of an effective QA scheme ensuring accurate, timely and professional communication throughout the year. Manipulation of an Access database in accordance with a standard operating procedure will be required.
The suitable candidate will work as part of a team of admin, scientific and support staff to deliver a diagnostic service that meets accreditation & regulatory requirements to deliver safe and effective patient care.
o To support the delivery of a high quality, responsive and comprehensive administrative service for Cellular Pathology, the trust and its users.
o To work closely with the Consultant Histopathologists in the provision of a quality secretarial service that meets service demands.
o To have an oversight of administrative requests coming into the department and to take relevant action to ensure requests are dealt with in a timely manner.
About us
Milton Keynes University Hospital, in proud partnership with the University of Buckingham, is a University Teaching Hospital committed to advancing patient care through cutting-edge research and education. With a "Good" rating from the CQC and significant investment underway, this is an exciting time to join our team and grow your career.
As a medium sized general hospital, we provide a full range of general medical and surgical services, including a busy Emergency Department, Maternity, and Paediatrics. As the population of our city and surrounding areas continues to grow rapidly, we are expanding and enhancing our facilities to meet rising demand and improve access to care for all our communities.
We are also proud to offer a growing portfolio of specialist services. In January 2025 we opened our state-of-the-art Radiotherapy Centre, bringing advanced cancer treatment closer to home. Our services also include neonatology, specialist surgical care, and a wide range of diagnostics, supported by the new Community Diagnostic Centre at Whitehouse Health Centre.
Further investment is underway, including the construction of Oak Wards - a new ward block featuring two 24-bed wards - and the recently approved Women and Children's Centre, set to open by 2030.
Visit our website to explore the latest news and opportunities at MKUH - News - Milton Keynes University Hospital -
For further information about Milton Keynes please visit - Visit Milton Keynes
Job description
Job responsibilities
To work with the laboratory management and technical team to ensure compliance with regulatory standards including those of ISO 15189, the Human Tissue Authority (HTA) and screening programmes.
Help the Cellular Pathology team to meet departmental and trust KPIs.
To work safely in accordance with trust health and safety policy and departmental policies to deliver a safe, high-quality service for its users.
To comply with clinical governance and risk management policies and ensure all mandatory training is completed in accordance with the trust guidelines.
To work closely with the Consultant lead for the Cervical Screening Programme (CSPL), providing administration support.
To work closely with the Thames Valley General Histopathology External Quality Assurance (EQA) scheme clinical leads in administering the scheme.
Communication and Relationship Skills
Demonstrate excellent verbal and written communication skills.
Liaise closely with departmental technical, and medical staff to ensure that all work is performed to required standards.
Core Responsibilities
To organise and prioritise your daily duties in the provision of a quality service.
To be accountable for your actions and maintain high personal standards of work.
Administrative Duties
To audio type and process reports including the entry of complex clinical information and SNOMED codes. To provide advice on this to less experienced colleagues.
To deal with correspondence and all enquiries in connection with the Cellular Pathology Department, having shared responsibility for a shared inbox actioning queries relating to results, referrals and clinical trials. To action requests in a timely manner.
CSP Responsibilities
Meeting preparation for both the quarterly CSP business meetings, and any other meetings linked to the Cervical Screening Programme in conjunction with the trusts CSP lead consultant, writing agendas and compiling & circulating meeting minutes and action logs.
Support the trusts CSP Consultant lead, the lab manager and the departmental CSP consultant lead in compiling 6-monthly and annual reports covering trust CSP activity and performance.
Thames Valley EQA Scheme Admin Assistant responsibilities
Preparation for the bi-annual Thames Valley General Histopathology EQA scheme circulations.
Creation of a new database per circulation.
Please refer to the Job Description for further details
Job description
Job responsibilities
To work with the laboratory management and technical team to ensure compliance with regulatory standards including those of ISO 15189, the Human Tissue Authority (HTA) and screening programmes.
Help the Cellular Pathology team to meet departmental and trust KPIs.
To work safely in accordance with trust health and safety policy and departmental policies to deliver a safe, high-quality service for its users.
To comply with clinical governance and risk management policies and ensure all mandatory training is completed in accordance with the trust guidelines.
To work closely with the Consultant lead for the Cervical Screening Programme (CSPL), providing administration support.
To work closely with the Thames Valley General Histopathology External Quality Assurance (EQA) scheme clinical leads in administering the scheme.
Communication and Relationship Skills
Demonstrate excellent verbal and written communication skills.
Liaise closely with departmental technical, and medical staff to ensure that all work is performed to required standards.
Core Responsibilities
To organise and prioritise your daily duties in the provision of a quality service.
To be accountable for your actions and maintain high personal standards of work.
Administrative Duties
To audio type and process reports including the entry of complex clinical information and SNOMED codes. To provide advice on this to less experienced colleagues.
To deal with correspondence and all enquiries in connection with the Cellular Pathology Department, having shared responsibility for a shared inbox actioning queries relating to results, referrals and clinical trials. To action requests in a timely manner.
CSP Responsibilities
Meeting preparation for both the quarterly CSP business meetings, and any other meetings linked to the Cervical Screening Programme in conjunction with the trusts CSP lead consultant, writing agendas and compiling & circulating meeting minutes and action logs.
Support the trusts CSP Consultant lead, the lab manager and the departmental CSP consultant lead in compiling 6-monthly and annual reports covering trust CSP activity and performance.
Thames Valley EQA Scheme Admin Assistant responsibilities
Preparation for the bi-annual Thames Valley General Histopathology EQA scheme circulations.
Creation of a new database per circulation.
Please refer to the Job Description for further details
Person Specification
Qualifications and knowledge
Essential
- Minimum of five GCSEs (A-C) including English and mathematics.
- Level 3 qualification: A-level or equivalent, NVQ level 3 or RSA III or equivalent in relevant field.
- Advanced IT skills including the use of MS Office software
- Knowledge of anatomical / medical terminology.
- Knowledge of Acts relevant to practice i.e., Data Protection, Information Governance.
Desirable
- Business administration qualification
- Knowledge of NHS performance targets.
Experience
Essential
- Relevant secretarial/administration experience working within a clinical department.
- Experience of using a full range of IT/Patient data systems.
- Experience of quality management including audit.
Desirable
- Experience of working within the NHS.
- Previous experience of working in a Cellular Pathology department.
- Experience of staff training and competency assessment
- Use of QMS tools e.g., QPulse.
Skills
Essential
- Excellent verbal and written communication skills.
- Advanced IT and audio typing skills.
- Familiarity with digital dictation and speech recognition platforms.
- Excellent time management and organizational skills.
- Evidence of working under pressure to tight timeframes.
- Ability to prioritise and manage conflicting priorities.
- Ability to troubleshoot administrative issues.
- Ability to use initiative to identify quality improvements.
Desirable
- Experience of HR processes including recruitment
Personal and people development
Essential
- Ability to work independently under own initiative and as part of a team.
- Be confident, diplomatic and have personal & professional maturity.
- Demonstrate ability in dealing sympathetically and sensitively with colleagues and service users.
- Self-motivated and patient focused.
- Flexible approach
- Enthusiastic
- Forward thinking
- Demonstrate reliability and commitment.
Desirable
- Show commitment to continued professional development.
Communication
Essential
- Excellent interpersonal skills
- Excellent communication skills, both verbal and written.
- Effective listening skills
- Ability to chair and participate in departmental meetings.
Person Specification
Qualifications and knowledge
Essential
- Minimum of five GCSEs (A-C) including English and mathematics.
- Level 3 qualification: A-level or equivalent, NVQ level 3 or RSA III or equivalent in relevant field.
- Advanced IT skills including the use of MS Office software
- Knowledge of anatomical / medical terminology.
- Knowledge of Acts relevant to practice i.e., Data Protection, Information Governance.
Desirable
- Business administration qualification
- Knowledge of NHS performance targets.
Experience
Essential
- Relevant secretarial/administration experience working within a clinical department.
- Experience of using a full range of IT/Patient data systems.
- Experience of quality management including audit.
Desirable
- Experience of working within the NHS.
- Previous experience of working in a Cellular Pathology department.
- Experience of staff training and competency assessment
- Use of QMS tools e.g., QPulse.
Skills
Essential
- Excellent verbal and written communication skills.
- Advanced IT and audio typing skills.
- Familiarity with digital dictation and speech recognition platforms.
- Excellent time management and organizational skills.
- Evidence of working under pressure to tight timeframes.
- Ability to prioritise and manage conflicting priorities.
- Ability to troubleshoot administrative issues.
- Ability to use initiative to identify quality improvements.
Desirable
- Experience of HR processes including recruitment
Personal and people development
Essential
- Ability to work independently under own initiative and as part of a team.
- Be confident, diplomatic and have personal & professional maturity.
- Demonstrate ability in dealing sympathetically and sensitively with colleagues and service users.
- Self-motivated and patient focused.
- Flexible approach
- Enthusiastic
- Forward thinking
- Demonstrate reliability and commitment.
Desirable
- Show commitment to continued professional development.
Communication
Essential
- Excellent interpersonal skills
- Excellent communication skills, both verbal and written.
- Effective listening skills
- Ability to chair and participate in departmental meetings.
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.
