Secretarial Duties To provide a comprehensive, effective, and high-quality business admin support to the Cellular Pathology and Microbiology Laboratory managers and the Operational Service Leads. This includes: - Dealing with telephone and postal enquiries both routine and urgent directing/delegating tasks and taking appropriate action to ensure that appropriate action is taken in the absence of the Laboratory Manager. Ensure that all relevant information is made available to the Laboratory Managers including the Pathology Services Manager. Assisting with relevant administrative duties as necessary including effective diary management.
Using electronic diary system. Arranging and attending meetings, booking venues, drafting agenda, taking and transcribing minutes, sometimes of a complex nature, and distributing all relevant documentation within specified deadlines. To undertake work of a confidential nature that must be carried out with maximum discretion and diplomacy in line with trust policy, e.g., personal folders, sickness absence monitoring. Updating QPulse with department documentation including copies of Minutes & SOPs/policies and create workflows for collection of feedback.
Monitor HCPC Register for all staff roles requiring registration, liaising with relevant managers, as required. Personnel Issues To work closely with the Pathology Business Administrator providing all information in a timely manner, assist with the generation of folders for newly recruited staff and to maintain the personnel files of the Department and to complete the necessary documentation when staff are amending details, leaving, or being recruited. Facilitate a smooth process for staff selection, providing supporting documentation and making interview arrangements as required by the departments. Assist in monitoring of staff absence, maintaining local records and updating staff availability in HealthRoster including shift amendments.
Assist in maintenance of staff annual leave and contractual hour records; including documentation of staff leave requests when staff are unable to utilise Employee Online functionality. Data Management. To set up and maintain data-based records on Excel and provide spreadsheet information in accordance with the needs of the Laboratory Managers. These include; Staff personal details, held in Trust database systems (ESR) and local personnel files.
Staff appraisal records held in Trust database systems (ESR) and local personnel files. Staff personal development folders. Orders, invoices etc. (NHS Shared Business Services) Mandatory training and activity data held in Trust database systems (ESR) and local personnel files.
QPulse database. Data Collection/Statistics Run WinPath queries to: - Provide weekly lists of malignancy cases, for all specialities, for MDT co-ordinators. Provide monthly billing data. Provide monthly Cancer Registry data, as required.
Identify outstanding work and inform the relevant pathologist, as required. Provide data for mandatory infection control returns, as required. Provide workload data for contract monitoring. Provide other data returns as required.
Please refer to the job description for further details.