Job summary
An excellent opportunity has arisen for the role of Admin Assistant within our busy Histopathology Department at the Queen Victoria Hospital (QVH)! We are seeking a friendly, motivated, and organised individual to join our team, working full-time hours to support our Medical Secretaries, Biomedical Scientists and Consultant Histopathologist's.
This is an exciting opportunity to support a dynamic team and make a real difference in the patient experience. As a key part of the administrative team, you will play a vital role in ensuring the smooth running of day-to-day operations.
The Histopathology Department provides a routine histology and frozen section service for the trust. The trust is the regional centre for Maxillofacial, corneoplastic and plastics/burns surgery. In addition the department also receives specimens from out-lying plastic outpatients, Maxillofacial clinics and local dental practitioners. In total approximately 20,000 cutaneous, soft tissue, head and neck and corneoplastic surgical specimens are processed by the department by annum,
This is a fantastic chance to contribute to meaningful service development while gaining experience in a fast-paced and supportive environment. If you are proactive, detail-oriented, and passionate about supporting high-quality patient care, we would love to hear from you.
Main duties of the job
Attached you will find the person specification document which provides more detail about the essential and desirable skills and experience needed for this role. We highly recommend you review this document and use it when completing your application as these criteria are used by hiring managers as guidance during shortlisting.
For an overview of the main duties of the role please see the 'Job Description and Main Responsibilities' section below. To understand the day-to-day responsibilities in more detail please read the full job description document attached.
You must possess good organisational skills and be able to work as part of a team as well as under your own initiative. The work is interesting and varied and the emphasis is on accuracy and attention to detail. Full training will be given.
About us
Rated GOOD overall with outstanding care by the CQC. A specialist NHS hospital providing life-changing reconstructive surgery, burns care and rehabilitation services across the South of England and beyond.
We specialise in conditions of the eyes (corneoplastics), hands, head and neck cancer and skin cancer, reconstructive breast surgery, maxillofacial surgery and prosthetics, providing regional and national services in these areas of clinical expertise.Our world-leading clinical teams also treat more common conditions of the eyes, hands, skin, and teeth for the people of East Grinstead and the surrounding areas. In addition, QVH provides a minor injuries unit, expert therapies, a sleep service, and a growing portfolio of community-based services.Patients consistently rate QVH amongst the top hospitals in the country for quality of care.
Our success is underpinned by the skills and enthusiasm of our staff and a strong culture of partnership. We are fully committed to training and development of the workforce with support for continuing education and learning.
Job description
Job responsibilities
Main Duties and Responsibilities:
- To assist with the smooth daily running of the Histology administration services and work to prioritise and manage the workload.
- Accurately enter data from histology request forms onto the laboratory computer system when required by secretaries.
- Filing of request forms.
- Retrieval and filing of blocks and slides from lab/store as required
- Responsible for preparation and packaging of referral slides/blocks for despatch to other laboratories/ reference centres.
- Responsible for receiving/signing back in of slides/blocks.
- Responsible for typing up of clinical details after dissection.
- Responsible for confirming frozen section bookings and updating diary with any cancellations
- Responsible for typing Histopathology reports into the pathology computer system.
- Responsible for dealing with email requests.
- Responsible for preparing reports for MDT.
- Responsible for dealing with requests for second opinions and managing requests for referral materials (including BRAF) to be packaged and sent to other hospitals.
- Receive telephone enquiries for results and respond appropriately or redirect to Consultant Pathologist
- Respond appropriately to enquiries from medical staff, secretaries and patients as to results of test
- Arranging deliveries and packaging cases to be sent for outsourcing to Consultants as other hospitals.
- Dealing with Consultant requests for additional work via email, ensuring laboratory staff are aware.
- This list is not exhaustive.
Job description
Job responsibilities
Main Duties and Responsibilities:
- To assist with the smooth daily running of the Histology administration services and work to prioritise and manage the workload.
- Accurately enter data from histology request forms onto the laboratory computer system when required by secretaries.
- Filing of request forms.
- Retrieval and filing of blocks and slides from lab/store as required
- Responsible for preparation and packaging of referral slides/blocks for despatch to other laboratories/ reference centres.
- Responsible for receiving/signing back in of slides/blocks.
- Responsible for typing up of clinical details after dissection.
- Responsible for confirming frozen section bookings and updating diary with any cancellations
- Responsible for typing Histopathology reports into the pathology computer system.
- Responsible for dealing with email requests.
- Responsible for preparing reports for MDT.
- Responsible for dealing with requests for second opinions and managing requests for referral materials (including BRAF) to be packaged and sent to other hospitals.
- Receive telephone enquiries for results and respond appropriately or redirect to Consultant Pathologist
- Respond appropriately to enquiries from medical staff, secretaries and patients as to results of test
- Arranging deliveries and packaging cases to be sent for outsourcing to Consultants as other hospitals.
- Dealing with Consultant requests for additional work via email, ensuring laboratory staff are aware.
- This list is not exhaustive.
Person Specification
Qualifications
Essential
- oGCSEs of a good grade, particularly in Maths and English
Desirable
- oEvidence of further education
Experience
Essential
- oPrevious NHS / Healthcare experience/admin role
Desirable
- oExperience with digital dictation
Knowledge
Essential
- oGood working knowledge of Microsoft Office/medical terminology
Desirable
- oUnderstanding of Clinical Governance
Skills
Essential
- oIT literate, with an eye for detail oAccuracy/numeracy oAttention to detail oGood time management skills oExcellent administrative and communication skills
Desirable
- Basic understanding of clinical pathways, especially cancer referral and diagnostic pathways.
Person Specification
Qualifications
Essential
- oGCSEs of a good grade, particularly in Maths and English
Desirable
- oEvidence of further education
Experience
Essential
- oPrevious NHS / Healthcare experience/admin role
Desirable
- oExperience with digital dictation
Knowledge
Essential
- oGood working knowledge of Microsoft Office/medical terminology
Desirable
- oUnderstanding of Clinical Governance
Skills
Essential
- oIT literate, with an eye for detail oAccuracy/numeracy oAttention to detail oGood time management skills oExcellent administrative and communication skills
Desirable
- Basic understanding of clinical pathways, especially cancer referral and diagnostic pathways.
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
