Overview
Join to apply for the Administrator Assistant role at Veterinary Pathology Group (VPG).
This is a 12 month FTE with possibility for a permanent role.
Annual salary £22,284.00 based on 35 hours per week.
Working pattern: a 2 week alternating rota – Week 1: Monday to Friday; Week 2: Tuesday to Saturday. Hours: 9am-5:30pm Monday to Friday and 8am-4:30pm on Saturdays.
Benefits
* Life Assurance
* Discount platform (supermarkets, high street, cinema & travel)
* 25 days annual leave (28 days after 3 years of service)
* Enhanced absences (sickness and parental)
* Learning & Development opportunities
* Dog-friendly offices
Job Summary
* To support the laboratory delivering its overall service through administrative and 'supply chain' duties.
* To assist the laboratory pathology team by fielding telephone calls, emails and post to the highest standard.
* Ensure the smooth day to day running of the pathology support of the VPG and implementation of strategic decisions concerning pathology support from the Directors Board.
* Plan and organise the Pathologist resource and workload at VPG Leeds including monitoring of holiday and study leave where required and ensuring the right resource is in the right location to complete the caseload.
* Organise case load, determining which cases can be sent out for remote analysis.
* Being an ambassador for the company, providing the highest level of customer care as first point of contact for clients and contractors whilst securing patient confidentiality.
Duties and Responsibilities
* Provide administrative support to all areas of the laboratory (dependent on experience and training) and perform duties in accordance with local working practices while maintaining high personal standards and conforming to Health and Safety regulations.
* Receive, check and book in samples and patient demographics into the LIMS/DTE from courier drivers or post.
* Check submissions for correct samples, patient details, and clinical history.
* Monitor and actively manage the online ordering platform PATHPORT.
* Communicate efficiently, courteously and clearly in person, by telephone or electronically; refer enquiries to senior staff where appropriate (including test results).
* Handle telephone calls, emails (VPG admin account), answerphone messages and post in a timely manner; screen calls and manage requests for report reissues, sample progress, courier collections, supplier requests and general enquiries.
* As directed by senior staff, plan and prioritise work allocations to meet routine and urgent needs.
* Input referral results prior to pathology team reporting.
* Locate and chase up incomplete assays with external suppliers as needed.
* Coordinate the smooth running of the post mortem service; arrange external courier pickup, provide essential information to the hospital in Edinburgh, and ensure correct paperwork and Cremation preferences are documented and charged appropriately.
* Record Rabies results when certificates are returned and allocate to Pathologists; scan and save copies and forward originals to couriers.
* Inform practices when samples require further fixing due to delays in reporting.
* Support the laboratory director and laboratory manager in daily tasks.
* Organise sending of post, particularly samples to external laboratories, from all departments.
* Ensure practice supplies orders are packed, recorded, and labelled for courier pickup.
* Booking DHL for international shipments; pack samples with correct submission forms and include customs paperwork; arrange third-party pickups when needed.
* Manage stock levels and order laboratory consumables.
* Provide admin support to the wider team as required.
* Maintain excellent relationships with clients and address feedback or issues.
* Collaborate with Management Board members to monitor distribution of pathologist workload and optimise staffing for quality and turnaround time.
* Manage the Pathologist Rota for VPG Leeds and coordinate with pathologists across the group as needed.
* Coordinate with remote pathologists to ensure consistent case flow and act as their point of contact with VPG laboratories and administration.
* Triages cytology within individual laboratories and make clarification calls to practices to ensure a positive client experience.
* Manage slide storage, slide recovery and allocation of slides for further molecular testing, immunocytochemistry and immunohistochemistry.
* Work with pathologists to improve productivity and keep the group aligned.
* Liaise with the Business Development Assistant and Laboratory Directors about client developments and needs.
* Ensure data protection and GDPR adherence in all work.
* Undertake other reasonable duties as requested by management and contribute to continuous improvement.
General Office Duties
* Assist with general administrative duties within the team.
* Comply with SOPs; inform managers if there is an SOP error or update is needed.
* Maintain confidentiality and discretion; promote the company’s aims and ethics.
Safety
* Comply with VPG policies and complete mandatory training; observe safety regulations and attend required courses (COSHH, lifting and handling, fire, etc.).
* Report incidents and assist in investigations; ensure equipment is maintained and SOPs are followed.
Notes
The content above reflects the responsibilities and duties of the Administrator Assistant role as listed by the employer. It does not include unrelated job postings or content outside the role description.
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