Job summary The post holder provides a complete Administrative and secretarial service for the Cellular Pathology, consultants and their teams and is the point of reference for hospital staff and outside agencies. The post holder will also support the Junior Doctors within Histopathology Working as part of a team to ensure workloads are achieved and service requirements are met at all times, under the direction of the administration Manager. As a lead administrator you will have responsibility for the day to day supervision of the A&C team and coordination of workloads. In undertaking this role, all employees will be expected to behave at all times in a way that is consistent with and actively supports the principles listed in the Consultation Document on the creation of the Nottingham University Hospitals NHS Trust Main duties of the job Assist the Admin Manager with day to day supervision of the A&C team and the coordination of workloads within the department to ensure the service runs smoothly. Ultimate responsibility lies with the Administration Manager Manager. To act as a first point of contact and focal point for Post Graduate Doctors. To be responsible for the organisation and administration of meetings and training events. About us The contribution of the local community to the development of our services.Preserving and developing our reputation as a caring organisation.Developing services that are designed around the patient.Working co-operatively with others in the interests of patients and their families.Valuing the contribution of staff and investing in their development.Valuing the diversity of all our staff, patients and carers and demonstrating a zero tolerance of discrimination.The importance of developing innovative approaches to teaching, research and service provision, which allows us to be at the forefront of developments in patient care.Responsible and wise stewardship of public money and effective use of resources. Date posted 24 October 2024 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year Per Annum Contract Permanent Working pattern Full-time Reference number 164-6723801 Job locations Queens Medical Centre Derby Road Lenton, Nottingham NG7 2UH Job description Job responsibilities Typing of reports as required, providing cover for all teams across both campuses, this may include Post Mortem reports. Word processes clinical letters and other clinical correspondence as required, from audio, copy typing or shorthand. Assist the Admin Manager with day to day supervision of the A&C team and the coordination of workloads within the department to ensure the service runs smoothly. Ultimate responsibility lies with the Office Manager. Request additional, specialised tests on specimens as and when required, under the direction of Consultants. MDT preparation (Digital and manual). Liaise with other clinical departments within the Trust to determine cases to be discussed at the MDT/review meeting Attendance at relevant meetings including deputising for the administration manager and taking appropriate minutes of meetings and subsequent distribution. Co-ordinates and manages diaries for consultants on a daily basis.Responsible for sending confidential patient information via nhs.net to our service users and outside agencies. Uses IT skills to produce PowerPoint/graphical presentations as required, this may include supporting pathologists with their presentations for teaching. In conjunction with Admin Manager, assist in the risk assessment process, which involves attending regular meetings, along with other disciplines within the Department to discuss and implement procedures and action plans. Retrieval of slides and relevant reports within Histology department, expediting specimens still in the laboratory if possible/appropriate and or at referral centres. Provide support for, and participate in audits including use of databases, preparation of reports and presentations. Participate in annual appraisal and competence evidence collection and take responsibility for own personal development in conjunction with Admin manager. Undertake staff appraisals To assist the Admin Manager and Service Manager in the recruitment and selection process. To record sickness absence, completing the appropriate documentation. Training of new departmental administrative staff in conjunction with Admin Manag TPD specific responsibilities To be the first point of contact for junior doctors joining the department for information relating to induction, rotas and applying for leave. Liaise with the Trust Medical HR team for monitoring the hours of junior doctors in the department. This includes work schedules and exception reporting. Maintain accurate records in relation to hours monitoring and banding. Booking for education courses and collating the material for these course, liaising with the DREEM team. Supporting the TPD service with enquiries related to finance and budgeting. To support related work groups/projects as and when required. To be responsible for the organisation and administration of meetings and formally documenting minutes when required. To assist with the preparation of materials and arrange speakers for in-house teaching sessions and block teaching weeks Any other duties appropriate to the grade including specialty specific duties. Job description Job responsibilities Typing of reports as required, providing cover for all teams across both campuses, this may include Post Mortem reports. Word processes clinical letters and other clinical correspondence as required, from audio, copy typing or shorthand. Assist the Admin Manager with day to day supervision of the A&C team and the coordination of workloads within the department to ensure the service runs smoothly. Ultimate responsibility lies with the Office Manager. Request additional, specialised tests on specimens as and when required, under the direction of Consultants. MDT preparation (Digital and manual). Liaise with other clinical departments within the Trust to determine cases to be discussed at the MDT/review meeting Attendance at relevant meetings including deputising for the administration manager and taking appropriate minutes of meetings and subsequent distribution. Co-ordinates and manages diaries for consultants on a daily basis.Responsible for sending confidential patient information via nhs.net to our service users and outside agencies. Uses IT skills to produce PowerPoint/graphical presentations as required, this may include supporting pathologists with their presentations for teaching. In conjunction with Admin Manager, assist in the risk assessment process, which involves attending regular meetings, along with other disciplines within the Department to discuss and implement procedures and action plans. Retrieval of slides and relevant reports within Histology department, expediting specimens still in the laboratory if possible/appropriate and or at referral centres. Provide support for, and participate in audits including use of databases, preparation of reports and presentations. Participate in annual appraisal and competence evidence collection and take responsibility for own personal development in conjunction with Admin manager. Undertake staff appraisals To assist the Admin Manager and Service Manager in the recruitment and selection process. To record sickness absence, completing the appropriate documentation. Training of new departmental administrative staff in conjunction with Admin Manag TPD specific responsibilities To be the first point of contact for junior doctors joining the department for information relating to induction, rotas and applying for leave. Liaise with the Trust Medical HR team for monitoring the hours of junior doctors in the department. This includes work schedules and exception reporting. Maintain accurate records in relation to hours monitoring and banding. Booking for education courses and collating the material for these course, liaising with the DREEM team. Supporting the TPD service with enquiries related to finance and budgeting. To support related work groups/projects as and when required. To be responsible for the organisation and administration of meetings and formally documenting minutes when required. To assist with the preparation of materials and arrange speakers for in-house teaching sessions and block teaching weeks Any other duties appropriate to the grade including specialty specific duties. Person Specification Experience Training and Qualifications Essential Proficient in using software programmes, e.g., Microsoft Office. Willingness to undertake training on specific departmental computer systems Desirable ECDL/NVQ or equivalent or relevant experience Education and experience Essential 4 GCSE's - - Grade A-C or equivalent including English and Maths. Minute taking Knowledge of Hospital systems Desirable Experience of undertaking Audits Communication Essential Ability to work as part of a team Ability to communicate complex information Analytical Essential Excellent organisational skills Proactive at problem solving Planning and organisational Essential Ability to work to deadlines Desirable Complex diary management Person Specification Experience Training and Qualifications Essential Proficient in using software programmes, e.g., Microsoft Office. Willingness to undertake training on specific departmental computer systems Desirable ECDL/NVQ or equivalent or relevant experience Education and experience Essential 4 GCSE's - - Grade A-C or equivalent including English and Maths. Minute taking Knowledge of Hospital systems Desirable Experience of undertaking Audits Communication Essential Ability to work as part of a team Ability to communicate complex information Analytical Essential Excellent organisational skills Proactive at problem solving Planning and organisational Essential Ability to work to deadlines Desirable Complex diary management 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. Certificate of Sponsorship 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. Certificate of Sponsorship 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 Nottingham University Hospitals NHS Trusts Address Queens Medical Centre Derby Road Lenton, Nottingham NG7 2UH Employer's website https://www.nuh.nhs.uk/ (Opens in a new tab)