Job overview
We are offering a fantastic opportunity for a dynamic and motivated Senior Administrator to join our dedicated Genetics team in Synnovis Analytics which is responsible for the provision of Pathology testing services to Synnovis’ patients and customers.
This position is a great opportunity for someone who wants to work for Europe’s leading provider of laboratory diagnostic services. Synnovis is a scientific organisation with a clinical purpose and is part of SYNLAB Group. We work in partnership with Guy’s and St. Thomas’ Hospitals, King’s College Hospital, Princess Royal University Hospital and local CCG networks, aiming to set the standard for the future of pathology.
The Senior Administratorwill be part of a UKAS accredited laboratory found on the 5th floor of Tower Wing, Guys Hospital. The office and Specimen Reception play a big part in ensuring that all specimens and referrals are booked in and processed ready for the laboratories to commence testing. We are a large team and continually growing with a receipt of around 200-300 samples a day to include different sample types and referral requests.
You will work with the deputies and Specimen Reception/Office managers to ensure the smooth operation of the Genetics office and Specimen Reception.
Main duties of the job
You will work closely with the training and development officer and training team to deliver comprehensive and consistent training to new and existing administrative staff. They will manage training and reassessments of all SR/Office tasks to ensure staff are receiving sufficient training in line with the departments training framework so that they can effectively deliver their respective duties and to ensure staff rotation, flexibility and development.
The successful candidate will perform accurate data entry of sensitive patient information onto the laboratory computer system including for NGIS, requiring frequent and long periods of concentration.
The Post Holder will be required to work both autonomously and as part of a team. You will have highly developed organisational abilities and excellent communication. You will demonstrate effective trouble shooting and present a culture of continuous improvement to streamline services. The post holder is required to exhibit great attention to detail and have excellent IT skills that enables them to submit data and maintain updated training spreadsheets and training logs.
Working for our organisation
Your development and learning:
You will have a suite of learning opportunities available through The Synnovis Way Development 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.
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.
Detailed job description and main responsibilities
Administration and Specimen Reception
To support the Office and Specimen Reception in the daily activities that are distributed on a rota. The list below is not exhaustive.
• To organise own work tasks/activities, prioritising urgent and emergency workload.
• Working as part of Genetics Specimen Reception; receiving and processing samples according to referral information.
• To support the Export co-ordinators/all office/spec rec managers in the preparation and writing of exports and submission of data on a spreadsheet.
• To perform accurate data entry of sensitive patient information onto the laboratory computer system including for NGIS, requiring frequent, long periods of concentration
• Answer telephone and other enquires from health professionals for results and other specimen related queries
• Manage departmental mail boxes.
• Take delivery of supplies and samples for the department.
• Collect and distribute the post for the department.
• Update the list of Referring Doctors on the in-house database.
• Participation of merging patient data on the in-house database.
• Collecting and collating workload statistics safely and in a way that allows for retrieval within appropriate timescales.
• Escalating to Specimen Reception/Office managers any instance or event which may cause a service delivery failure if unable to resolve.
• To ensure that health and safety standards are maintained at all times.
• To ensure all work carried out meets the legislative guidelines.
• Participate and contribute to the Quality Management System (QMS) in line with the SDM and Quality Officer’s objectives and guidance.
• To ensure that all errors are appropriately logged on Q-pulse and to assist with investigations and actions as required.
• Strict adherence to the Laboratory’s Standard Operating Procedures and maintaining up to date versions of Operating Procedures for the duties assigned.
Training and Recruitment
• To work with the Training and Development office coordinator to manage training of all SR/Office tasks to ensure staff are receiving sufficient training in line with the departments training framework so that they can effectively deliver their respective duties and to ensure staff rotation, flexibility and development.
• To provide reassessing of all office/specimen reception administrative staff on office and specimen reception duties when required to ensure competency is achieved.
• To create training log templates and ensure that all competency training logs are updated in line with ISO15189.
• To work with the Office Training and Development team to ensure that the competency matrix and mandatory training spreadsheets are kept up to date and that a training time line is being adhered to.
• To include any other training tasks.
• To assist with the recruitment, selection and induction of newly appointed staff.
Customer Service
• Liaise with all services external to Genetics such as portering, couriers and build on professional relationships.
• Responsible for ensuring an excellent service is delivered to its customers.
• To check and ensure all equipment and environments are kept clean and in a safe working condition according to Trust policies, procedures and legislative guidelines.
• To provide and promote a high level of customer service to patients, visitors and Trust colleagues via face to face contact, telephone and email.
• To deal with any patient, visitor or Trust colleague complaints or queries working with the Specimen Reception/Office managers.
• To act at all times, in a way that will enhance team working within the department.
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.
Guy’s and St Thomas’ Hospital Foundation Trust is a major emergency and specialist teaching Trust which has all the specialties associated with a fascinating and career defining case load including: Women’s Services, Fetal Medicine, Haematology, Oncology, Transplantation, and is also home to the Evelina Children’s Hospital and the Cancer Centre on the Guy’s site.
You will be close to the vibrant Borough Market and the South Bank, which are exceptional London locations; perfect places to work and relax next to such iconic venues as Big Ben, The London Eye and The Shard!
Person specification
Qualifications
Essential criteria
1. Good all round education to A-level standard.
2. GCSE’s English/Maths/Science.
Desirable criteria
3. Higher level certificate of Education in Biology or Life Sciences at diploma or Degree level.
Experience
Essential criteria
4. Experience of working in a patient focused environment.
5. Previous experience in handling patient samples in a clinical laboratory setting.
6. Administrative/Office experience.
Desirable criteria
7. Experience of Training staff.
Skills & Knowledge
Essential criteria
8. High levels of organisational skills.
9. Ability to prioritise.
10. Good communication and interpersonal skills.
11. Good command of spoken and written English and good numeracy skills.
12. High level of attention to detail.
13. Computer literate.
Desirable criteria
14. Good leadership skills.
15. Advanced use of Microsoft Excel.
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 we offer a competitive benefits package.
All employees are entitled to:
16. Contributory pension scheme
17. Generous annual leave entitlement
18. Ground breaking development
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.