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.
Responsibilities include:
1. 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.
2. Act as a first point of contact and focal point for Post Graduate Doctors.
3. Organise and administer meetings and training events.
4. Typing of reports as required, providing cover for all teams across both campuses, which may include Post Mortem reports.
5. Word process clinical letters and other clinical correspondence as required, from audio, copy typing, or shorthand.
6. Request additional, specialised tests on specimens as and when required, under the direction of Consultants.
7. Prepare for MDT (Digital and manual) and liaise with other clinical departments within the Trust.
8. Attend relevant meetings, deputising for the administration manager and taking appropriate minutes.
9. Coordinate and manage diaries for consultants on a daily basis.
10. Responsible for sending confidential patient information via nhs.net to service users and outside agencies.
11. Use IT skills to produce PowerPoint/graphical presentations as required.
12. Assist in the risk assessment process, attending regular meetings to discuss and implement procedures and action plans.
13. Retrieve slides and relevant reports within the Histology department.
14. Provide support for, and participate in audits including use of databases, preparation of reports, and presentations.
15. Participate in annual appraisal and competence evidence collection.
16. Assist the Admin Manager and Service Manager in the recruitment and selection process.
17. Record sickness absence, completing the appropriate documentation.
18. Train new departmental administrative staff in conjunction with Admin Manager.
19. Be the first point of contact for junior doctors regarding induction, rotas, and applying for leave.
20. Liaise with the Trust Medical HR team for monitoring the hours of junior doctors.
21. Book education courses and collate materials for these courses, liaising with the DREEM team.
22. Support the TPD service with enquiries related to finance and budgeting.
23. Organise and administer meetings and formally document minutes when required.
24. Assist with the preparation of materials and arrange speakers for in-house teaching sessions and block teaching weeks.
25. Any other duties appropriate to the grade including specialty specific duties.
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