Administrative Clerk (XN03

Job description

Job responsibilities

JOB PURPOSE/SUMMARY

Secretarial, administrative and clerical support are required for co-ordinating the receipt of all incoming samples, including; entering patient details onto the departmental database by creating new patient records and updating existing records, obtaining and following up incomplete data, including details of patient family history, and dealing with mislabelled samples and samples to be rejected. This must be done in a timely manner to enable downstream processes to be completed as efficiently as possible. Records in the departmental database are shared, and data recorded impacts across the Genetics Laboratory and Clinical Genetics departments.

To enable analysis of samples the laboratory infrastructure must be maintained. Secretarial, administrative and clerical support are required for booking in samples, including; entering orders onto the laboratory database, placing orders using Trust ordering system, telephone and email, following up orders once received and following up outstanding orders. In addition secretarial, administrative and clerical support are required for triaging issues raised from sample receipt and send, dispatching samples for analysis elsewhere in the UK and internationally. The post holder(s) is also responsible for co-ordinating the clerical work of the medical laboratory assistant to ensure the clerical needs of the laboratory are met including; issuing laboratory reports, filing laboratory records and assisting with sample data entry. Secretarial, administrative and clerical support is also required for other duties including dealing with the majority of incoming phone calls preparing and distributing minutes of laboratory meetings and scanning records

PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

Liaising with clinicians and their secretaries in person, by email, database query or telephone to request accompanying paperwork, letters, questionnaires, family pedigree details etc to be sent with the sample.

Liaising with other laboratories around the UK and overseas about their requirements for accepting samples their labelling policies and sample concentration requirements.

Forward any complex clinical enquiries on to the appropriate member of the laboratory staff.

Ensure messages of importance are drawn to the attention of appropriate members of staff.

Receive incoming requests for services and co-ordinate test submission according to laboratory protocol.

Ordering and following up orders.

Issuing laboratory reports to requesting clinician, and copies as requested. Urgent reports as instructed.

Emailing reports as authorised by Clinical Scientists.

Identify and prioritise urgent from non-urgent letters.

Ensure diligence when faxing confidential information.

Checking patient database for previous referral of patient, including where repeat extraction may be required. Bringing duplicate/surplus samples, which may need to be rejected and discarded, to the attention of the Duty Scientist.

Assisting the Duty Scientist in dealing with Mislabelled Samples, including sending letters to the appropriate Consultant/requesting Doctor.

Administration and recording of mislabelled samples, including letters and patient database updates.

Liaising with clinicians where necessary to obtain complete and accurate referral information.

Alerting Duty Scientist to samples that have been sent to the laboratory in error and assist in redirecting.

Creating and sending of DNA storage and rejection letters.

Creating full and accurate patient records, including checking if patient already exists in database, and merging duplicate records according to strict departmental policy. Identifying correct referring clinician and centre. Identifying research project samples.

Creating database entries for new referring Clinicians and Referring Facilities, including contacting centres for accurate details.

Using confidential NHS tracing website or contacting referring centre to obtain full and accurate required patient information.

Recording comments in the database on any additional or unusual aspect of the referral.

Identifying family relationships and pedigrees within the patient database. Liaising with consultants, GPs and their secretaries to obtain full details of any family history associated with the testing requested on a patient and linking these to existing pedigrees within the patient database. Creating new pedigrees as appropriate.

Merging duplicate pedigrees according to strict departmental policy including updating paper records in the laboratory and informing Clinical Genetics of any changes.

Creating database entries for mislabelled and rejected samples.

Liaising with colleagues regarding database operational issues.

Paper filing of clinical referrals, reports and associated laboratory paperwork.

Scan a variety of laboratory and staff documents as appropriate for long-term digital storage. Prepare laboratory documents for off-site scanning and storage.

Maintenance of auditing spread sheets and preparation of audit reports for the section.

Preparation and submission of documents and/ or data files for Trust compliance monitoring.

Maintain accuracy in data transfer and carry out routine checks of sample and data transfer by other staff.

Preparation of documentation required in the export of samples to 3rd party laboratories.

Creating and sending letters as required using appropriate templates.

Arrange and administer specific events and projects as required.

Deal with a variety of sensitive and highly confidential material, producing confidential reports and correspondence as required.

Act as a first point of contact for service users, answering telephone calls and responding to emails.

Dispatch letters and clinical reports by post or fax.

Archive and/or scan paper filing of clinical referrals, reports and other laboratory documents.

Collaborate with other members of the department to achieve an effective and reliable service.

THE LEEDS WAY VALUES

Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are:

Patient-centred

Collaborative

Fair

Accountable

Empowered

All our actions and endeavours will be guided and evaluated through these values

Additionally, the following are core values which relate specifically to this post:

Patient centred: Relates activities back to patient care and needs, and maintains patient confidentiality.

Accountable: Maintenance of highest standards with reference to Internal Audit and Clinical Pathology Accreditation. Respond to mistakes in a way that leads to learning and service improvement.

Collaborative: Readiness to respond in a timely fashion to procedural change in this rapidly changing field.

Fair: Demonstration of honesty, integrity, self-confidence and self-control.

The post holders main communication channels will be: -

Within the Genetics Departments

Lead Scientist

Laboratory Management Team

Laboratory Clinical Scientists and Technical staff

Other Laboratory support staff

Consultants

Specialist Registrars

Genetic Counsellors

Secretarial, Administrative and Clerical staff in Clinical Genetics

Within the Trust but outside the department

Consultants

Other Medical Staff

Outside the Trust

Local Research Groups e.g. Cancer Research UK (CRUK)

Medical Staff in external health organisations e.g. GP Surgeries, NHS Trusts

Secretarial, Administrative and Clerical staff in other Regional Genetics Laboratories

SPECIAL WORKING CONDITIONS

Requirement to use Visual Display Unit equipment more or less continuously on most days. The post holder may be required to lift small loads and handle stock and stationery e.g. paper in and out of their Department.

ii) MENTAL EFFORT:

There may be frequent interruptions for many reasons eg telephone enquiries, deliveries, visitors.

iii) EMOTIONAL EFFORT:

The post holder will be handling sensitive patient-related information on a daily basis and as such may be regularly (daily) subjected to difficult and emotional situations such as serious illness, bereavement

iv) WORKING CONDITIONS:

Exposure to aggressive behaviour is not expected. The post will require use of a VDU and keyboard on a daily basis

Person Specification

Skills and Behaviours

Essential

• Organisational skills and time management
• Ability to work as part of a team
• Knowledge and application of the Data Protection Act in relation to patient confidentiality and the appropriate care of patient information
• Ability to deal with enquiries in an appropriate and supportive manner

Other Criteria

Essential

• Communicate sensitively and effectively at all levels in a clear and concise manner
• A good team player, with the ability to work flexibly in a diverse and demanding environment

Qualifications

Essential

• Educated to GCSE/O level or equivalent GCSE/O level in maths and English

Desirable

• A level/NVQ Level 3 preferably in lab services or customer services subjects

Experience

Essential

• Proven administrative skills
• Proven data entry skills with attention to detail
• Using Microsoft office packages Including word, excel and PowerPoint

Desirable

• Previous experience in a laboratory environment or in healthcare

Employer details

Employer name

Leeds Teaching Hospitals

Address

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF

Employer's website

https://www.leedsth.nhs.uk/ (Opens in a new tab)