Oxford University Hospitals NHS Foundation Trust
The Clinical Biochemistry Department is based across 3 laboratories at the John Radcliffe and Churchill Hospitals in Oxford and the Horton Hospital in Banbury. It provides services to the Oxford University Hospitals NHSFT, primary care, South 4 Pathology Partnership, other NHS providers, private care, and research trials. The department is open 24/7 on the John Radcliffe and Horton sites. The laboratory service includes Core Automated Biochemistry, Specialist Manual and HPLC, Screening (both antenatal and neonatal) and Point of Care. The post is full time, average working hours 37.5 hours per week supporting a 24/7 service.
Main duties of the job
The post holder will be responsible for the administration service for the Clinical Biochemistry department. This will include being a designated contact for external visitors, service users and team or service queries. To provide a high quality, comprehensive and professional secretarial service to support the Laboratory Manager and the Clinical Lead. The role will include producing invoices, data entry and review, referral reporting, letter, and document preparation.
Successful candidates must be conscientious, enthusiastic, and able to work well as a team, as well as individually. You will have exceptional organisational skills and an ability to work autonomously. You will be required to demonstrate competence for the service delivery of the department, in line with UKAS compliance.
Job Responsibilities
Main Purpose of the Post:
The post holder has responsibility for assisting with the provision of a professional, comprehensive and efficient administrative service. This will be through the delivery of a comprehensive administrative service to a specialty team.
To be the designated point of contact for visitors to the department, team queries and to escalate to relevant staff.
* Provide a high quality, comprehensive and professional secretarial service to support the Consultant Chemical Pathologist and other medical staff in the department, the Laboratory Manager and Scientific staff within the department and to deputise for other staff as appropriate.
* Liaise with hospital clinicians, GPs, other healthcare professionals and external agencies in line with departmental policies.
* Understand the principles of Specimen Reception, sample data entry, sample preparation and workflow of referral samples.
* Be fully conversant with relevant departmental policies and Standard Operating Procedures, ensuring compliance with United Kingdom Accreditation Standards (UKAS).
* Be fully conversant with Microsoft Word, Excel, PowerPoint, MS Forms and other software to prepare departmental documents, letters and reports, including from audio or handwritten manuscript.
* Produce Excel spreadsheets collating departmental information and records.
* Produce monthly workload data and dashboard, showing key performance indicators.
* Produce monthly invoices and liaise with the relevant finance teams, including private patient billing.
* Verify external invoices from referral centres.
* Deal with visitors to the laboratory and members of the public in a receptionist function.
* Provide eRostering support for the department, including roster production, annual leave calculations, Payroll preparation for authorisation.
* Support laboratory manager / laboratory senior staff and consultants for relevant committees and meetings as necessary through pre-meeting data gathering/preparing records, agendas, minutes and presentations and post-meeting minutes preparation and dissemination.
* Liaise with transport and courier services, ensuring despatch of Biological samples complies with current local and national guidelines for transport of dangerous/infectious material.
* Input results from referral laboratories, requiring complete accuracy and attention to detail.
* Monitor turnaround times for referred tests and be responsible for following up outstanding results.
* Monitor and order stationary stock management for the department, including completing annual stock takes.
* Locate and retrieve patient results for medico-legal purposes when required.
* Input and recover data from laboratory computer system which will include laboratory requests, reports, data production for invoicing.
* Book rooms for meetings and seminars for medical staff, laboratory manager and biomedical scientific staff.
* Ensure office equipment is in full working order and liaise with service engineers when appropriate.
* Ensure data backup of IT systems used by the post holder.
* Be aware of the inherent hazards of the work and always take appropriate precautions, reporting to the Head BMS or Safety Officer an accident or potential hazard.
* Provide training, support, and assistance to other members of the Clinical Biochemistry staff.
Person Specification
Education & Qualifications
* 5 GCSE, incl. English and maths (minimum grades C or 4)
* BTEC Level 3 Business Administrator or equivalence
* Competence in use of various computer software packages including Word, Excel
* OCR / RSA Level 3
* Use of Hospital IT systems, EPR, ICE, LIMS, Oracle, Health Roster, GoodShape
Experience & Knowledge
* Proven experience within an administrative role
* Knowledge of medical and/or laboratory terminology
* Knowledge of Confidentiality and the Data Protection Act
* Knowledge of Health and Safety within a clinical laboratory environment
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.
Employer name
Oxford University Hospitals NHS Foundation Trust
Address
Clinical Biochemistry, John Radcliffe Hospital
£26,530 to £29,114 a year per annum pro rata
Contract
Permanent
Working pattern
Full-time
Reference number
321-CSS-6811880-B4
Job locations
Clinical Biochemistry, John Radcliffe Hospital
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