Pathology Administration Team Leader

Job Description

Mersey and West Lancashire Teaching Hospitals NHS Trust An exciting opportunity has arisen for a Pathology Administration Team Leader to join our Pathology Admin Team. The post holder will act as part of an established team to ensure smooth delivery of the daily workload adhering to all departmental policies and procedures. This will involve prioritising and organising the day-to-day workload distribution for secretaries and ensuring that the Bereavement Office is fully supported. The post holder will be expected to work with minimal supervision. Main duties of the job The post holder requires strong organisational skills and promotes effective teamwork across both sites (Whiston and Southport Hospital Pathology) to provide a comprehensive service with minimum supervision. The successful applicant will be able to organise their own workload and co-ordinate/monitor workload within the Secretarial/Bereavement Team. The successful candidate will be a flexible, highly motivated individual and a strong team player who is fully committed to patient care. The post holder will also deputise in the absence of the ASC Manager. Job responsibilities KEY DUTIES Supervise the daily/weekly workloads to ensure that workload is distributed according to urgency and maintaining timescales (CQUIN/TAT). Act as point of contact with the Administrative/Bereavement team, resolving issues and problems escalated by team members ensuring communication links are maintained at all times. Ensure sickness/absence and annual leave for administrative/bereavement team is reported on eRoster system. Carry out return to work interviews, escalating trigger points to the Administration Service Co-ordinator in line with the Attendance Management Policy. Undertake appraisal and performance reviews and escalate any issues to the Administration Service Co-ordinator. Ensuring dates are recorded on ESR. Carry out any training and development needs which are required. Ensure all staff are booked onto Mandatory training ensuring dates are recorded on the ESR system. To take notes/minutes of clinical and administrative meetings as required by the Pathology Team. To take notes/minutes for the PTL meetings. To support the Bereavement team with arranging hospital funerals. Type dictation from audio transcription of clinical correspondence and documentation from Winscribe/Medisec (SOHT system). Work with Administration Service Co-ordinator to review working practices, ways of working and identify solutions to problems. To ensure all HR policies are communicated widely and implemented. To comply with local and national policies for safe, secure and confidential processing and storage of patient and other laboratory information. To create and follow the standard operating procedures (SOPs) and participate in the regular review and update of SOPs. To plan and organise their work within the demands of the team. To report any instance or event that may cause service delivery failure, CQUIN/TAT. To participate in audit as directed by departmental management. Demonstrate competency in order to work autonomously and maintain expertise necessary to the post. To maintain an awareness of developments and provide suggestions for implementation as appropriate. To maintain good working relations with all members of staff and promote effective teamwork, ensuring the office/bereavement office runs smoothly. Work from initiative and using own judgement, acquired knowledge and tact to deal with queries and resolve situations or refer to the appropriate person. Suggest and implement new ways of working where this will improve efficiency and effectiveness. Work very closely with the ASC Manager to provide a single service with the Administrative/Bereavement team across both sites. Gather data and input onto appropriate spreadsheet/reports for reporting at monthly meetings. To deputise in the absence of the ASC Manager. Any other duties required by the ASC Manager. To maintain and promote the professional image of the Directorate of Pathology, St. Helens & Knowsley Hospitals. Person Specification Qualifications RSA III or equivalent - typing/word processing RSA III - medical audio typing NVQ Business Administration Level 4 or equivalent experience Shorthand/speed writing Knowledge & Experience Minute taking Microsoft Office Products Experience Previous Medical Secretary Experience Experience of supervising/motivating a team Knowledge of Hospital IT systems Skills Self-motivated and able to work with limited supervision Ability to manage difficult/sensitive situations Ability to use initiative to solve problems, respond to new challenges and work independently Highly developed interpersonal skills Ability to organise workload effectively and prioritise Able to work the hours and duties required by the post Other Understanding of confidential nature of role and awareness of Data Protection Act Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Employer name Mersey and West Lancashire Teaching Hospitals NHS Trust #J-18808-Ljbffr