Job overview
The purpose of this post is to provide day to day support to the Multi‑omic Medicine Service Operations Leads, driving progress with HR and IT requests and ensuring timely resolution. They will provide administrative support to the Operations Leads; minuting meetings, monitoring and responding to service delivery emails, as well as taking a lead role in the administration of all projects to monitor progress, complete actions and support their conclusion to target timelines. Their workload will be largely directed by the Multi‑omic Medicine Operations Leads and they will be required to escalat[ie] to the Operations Leads as appropriate.
Key Relationships
* Technical and Clinical Scientist teams within The Multi‑omic Medicine Service of the South East GLH based at KCH
* Operations Leads for other genomics services within the South East GLH
* Administrative and Managerial staff
* Multi‑omic Medicine Service Delivery Manager
* Genomics Quality Lead
* Synnovis IT team
* Synnovis Recruitment team
* Synnovis Finance team
Main duties of the job
The Synnovis Mult‑omic Medicine Service is based at King’s College Hospital and provides a range of genomic tests for both rare diseases and cancer.
The purpose of this job will be to :
* Raise, monitor and chase the progress of IT tickets
* Attend relevant meetings and drop in sessions with IT teams
* Monitor and support the progression of Recruitment processes
* Support monthly Service review for the Multi‑omic Medicine team
* Attend operational and governance meetings to ensure awareness of general goings on across Genomics and deputise for Operational Leads as required
* Attend Operations meetings for the Multi‑omic Medicine team to keep abreast of service as well as taking minutes and reviewing actions
* Help to support Operations Lead diary management i.e. arranging meetings with other members of Synnovis and booking meeting rooms as needed
* Deputise for the Operations Leads where necessary and where appropriate for their role
* Take a lead role in the administration of ongoing and new projects
* Coordination of samples being sent to other laboratories and supporting with the tracking of reports returned, highlighting concerns such as TAT delays and formatting issues to Ops Leads
* Answers operational email queries within area of expertise or forward on queries to Operational Leads and other team members as appropriate
* Support with quality management for the Multi‑omic Medicine team including monitoring or auditing
Working for our organisation
Your development and learning
You will have a suite of learning opportunities available through The ACCE competencies programme, the Scientific Learning and Development Fund and the Synnovis Academy through which you can receive funding / support for advanced qualifications.
Through our Innovation Accelerator Fund, you can apply for finance to get that new innovative scientific project off the ground, and participate with the wider scientific community through symposiums, conferences and other peer group meetings.
Detailed job description and main responsibilities
At Synnovis, we are currently shaping the future of pathology services by creating a world‑leading Hub and Spoke pathology network with our NHS partners. A large part of this modernisation will involve moving 70% of our services to a purpose built, state of the art Hub laboratory in the heart of London. For now, the job you are applying for will be based at one of our hospital sites however, from 1 April 2024 our people and services will start to move to our Hub laboratory in Blackfriars, Southwark, SE1, with some work remaining in refurbished essential services laboratories across our hospital network, focusing on the rapid turnover of urgent tests. Please do ask your recruiting manager if you wish to find out more.
This job will be based on‑site at King’s College Hospital.
The main responsibilities of this job will include the following :
Monitor and chase the progress of IT tickets
* Keep track of open IT tickets within dept, checking in with colleagues as needed to ensure progress
* Provide updates on open tickets to Operations Leads on a regular basis and raise any concerns around progression / resolution
* Raise IT tickets on behalf of Operations Leads as needed, regularly chase and keep Operations Leads updated on progress
* Assist with the onboarding of new staff, such as assisting with ordering equipment and facilitating relevant PC / software logins
* Attend relevant meetings and drop in sessions with IT teams
Monitor and support the progression of Recruitment processes
* Prepare and check VAFs and send to Operations Leads for review
* Track and support recruitment processes for new starters (internal and external) as required as well as organising all employee onboarding and IT access ahead of their start date.
* Update SDM on start dates / progress of actions
* Monitor staff on Clarity and renew contracts or log new vacancies as required
* Support with the resolution of issues with Clarity or timesheet submission and flag any outstanding Clarity approvals to Operations Leads
Complete monthly Service review for the Multi‑omic Medicine team
* Complete RAG reports and Lab highlight report for review by Operations Leads
* Monitor service output, flagging the presence of any backlog
* Monitor the effectiveness of any quality improvement measures taken to support service delivery
* Support preparation of information for feedback to Service Delivery Managers, GLH Operational Managers and NHSE
* Support Operations Leads with the implementation of service improvement plans and attend SIP meeting
Take a lead role in the administration of ongoing and new projects
* Tracking completion against key timelines
* Minuting meetings
* Completing actions appropriate to role
* Attending meetings
* Liaising with other stakeholders and departments involved
Coordination of samples being sent to other laboratories and supporting with the tracking of reports returned, highlighting concerns such as TAT delays and formatting issues to Ops Leads
* Answers operational email queries within area of expertise or forward on queries to Operational Leads and other team members as appropriate
* Support with quality management for the Multi‑omic Medicine team including monitoring or auditing;
* Review dates of documents and competencies up for renewal to highlight those nearing deadlines to the scientist and technical teams for completion
* GenQA cases including timely report submission and logging any errors and updates to testing or reporting in response to lab results
* The completion and timely resolution of errors, track trends and work with the Operations Leads to reduce error rate. Support to ensure appropriate preventive action has been taken and provide feedback to colleagues / at relevant meetings
* Any relevant audits required as part of backlog monitoring or future service planning
Synnovis is a pathology partnership between SYNLAB UK and Ireland, and the NHS, including sites, Guy’s & St Thomas’ NHS Foundation Trust and King’s College Hospital NHS Foundation Trust, to deliver and transform pathology services across South East London.
The partnership provides services to 1.7 million people living in South East London, as well as to hundreds of thousands of patients from outside the region who use local healthcare services.
The partnership provides diagnostics, testing and digital pathology for hospital trusts, GP services and other healthcare providers.
King’s College Hospital Foundation Trust is one of the UK’s leading NHS Foundation Trusts in specialist teaching. King’s has various divisions including Neurosciences, Haematology, Cancer and Cardiovascular sciences, where there are unlimited opportunities to develop and perfect your career.
Over the last 170 years, King’s has delivered nothing but world class service to all its patients from deprived communities as well as some of the wealthiest in London.
Person specification
Qualifications
Essential criteria
* GCSE grades A‑C including English and Maths
* Evidence of significant personal development through formal courses and / or experience
Desirable criteria
* A levels or equivalent qualifications
* Hold a Leadership / Management qualification such as the Synnovis MDP or Similar
* Have completed appropriate personnel management training e.g. recruitment and appraisal training
* Hold a project management qualification i.e. PRINCE 2
* Quality Management qualifications
* Health and Safety qualifications
Experience
Essential criteria
* Extensive Office experience
* Experience of working within a Pathology Laboratory
* Experience of working with a clinical LIMS system
* Experience of driving service improvement projects which impact a variety of different stakeholders
* Worked in a patient focused environment
Desirable criteria
* Experience of working within a Genomics Laboratory
* Knowledge of managing referrals for Genetic testing
* Previous experience supporting change
* Previous experience of quality improvement to improve turnaround times and working to targets
* Able to demonstrate initiative and Leadership
* Line management experience and knowledge of personnel issues and HR processes
Skills & Knowledge
Essential criteria
* Excellent verbal and written communication skills
* Good organisational skills
* Evidence of good interpersonal skills, able to establish and maintain positive working relationships with colleagues at all levels of the organisation
* Maintains high professional integrity in all aspects
* Possess a ‘can do’ attitude, with a flexible approach to work and the ability to cope with changing demands
* Highly motivated and a commitment to service delivery and patient care
* Good IT skills o Use of Microsoft Word o Use of Excel
Desirable criteria
* Knowledge of operational managerial techniques Understanding of workflows in a clinical laboratory
Applications are welcomed from applicants with a disability. We can make reasonable adjustments and offer support and advice in a variety of ways throughout the application process. All applicants are welcome to apply regardless of age, disability, gender, marital status, race, nationality or ethnic origin, religion, or sexual orientation. Equality of opportunity is our policy.
Our Bank workers enjoy competitive market rates and flexible contract assignments across all of our sites, dependent on your availability and location.
For our Permanent workforce w e offer a competitive benefits package.
Opportunities
Safeguarding children and vulnerable adults. All employees have a responsibility for safeguarding children and vulnerable adults in the course of their daily duties and for ensuring that they are aware of the specific duties relating to their role.
All employees are entitled to :
* Contributory pension scheme
* Generous annual leave entitlement
* Ground breaking development
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