Administration Service Co-ordinator - Pathology

A Vacancy at Mersey and West Lancashire Teaching Hospitals NHS Trust. To effectively manage the Administration Teams for the Pathology Directorate. To provide effective personal assistant, business and administrative support to the Clinical Director and Pathology Manager. To be an active member of the Directorate Senior Management Team and liaise with Clinical and Technical Heads of Department together with the Pathology Quality Team. To be a member of the Pathology Computer System User Group. To be responsible for the management of data cleansing on the Pathology Information Systems. The Administration Services Co-ordinator will manage their own workload and that of their Directorate teams. Administrative support to management team within Pathology FOI/complaints Line manage Admin/Bereavement team across Whiston/Southport site. Record/monitor all annual and study leave for the medical staff within the Directorate on behalf of the Clinical Director. As Admin Lead to ensure training/induction requirements are delivered. To manage and record all annual leave, sickness absence and other leave in accordance with Trust policies and maintaining individual staff records supporting this for the Administration teams. To manage the recruitment, appointment and induction of all grades within the Pathology Administration Department. To ensure that the annual individual performance review and Personal Development plans are carried out and recorded. . To manage the retention of records/archiving/retrieval ensuring compliance with Departmental Policies and Royal College of Pathologists., To co-ordinate, prepare agendas, circulate papers, taking and producing minutes for meetings. To assist the Pathology Manager in the Production of complex documents/reports for Directorate involving co-ordination between Clinical and Departmental Heads of each department and Financial Manager. To manage and comply with the local and national policies for safe, secure and confidential processing and storage of patient and other laboratory information. To assist the Quality Manager in the investigation of official complaints. To act as system wide Code Master for the Pathology Telepath computer system, and Pathology order comms systems for all Consultant, General Practitioner and Location codes used in the production of Pathology results. Ensure staff are made aware of all new codes and that plausible locations are updated to prevent errors. To liaise with ICE administration. To be a member of the Pathology Computer Administration team having system wide level of authority and being one of the points of contact for any queries/problems /errors/mismatches. If necessary check patient details in PAS system, or other patient information systems such as Open Exeter. Liaise with requester, rectify error and re-issue report manually and electronically (if G.P.) via Pathology Messaging system. If duplicate record for patient has been created perform manual patient merge. Complete risk management paperwork when necessary. Manage routine Pathology Telepath Computer and order comms systems housekeeping for Haematology, Biochemistry and Microbiology departments. Manage Patient Administration System (PAS) - Telepath link housekeeping. Investigate and rectify any code mismatches. To interrogate and extract data from the complex Pathology Telepath databases to look at workload trends or as part of an audit/investigation. To manage the issuing of passwords/advice to Pathology Telepath remote users by post, in person or via the telephone. Ensure that equipment is used in accordance with manufacturer's instructions and is maintained correctly. Notify equipment/general building fitting failures to the appropriate source. The post will involve exposure to unpleasant body fluids and tissue including sputum, faeces, blood, urine and samples that are potentially infective with pathogenic microorganisms (including infections such as Hepatitis, HIV, nvCJD, TB). Due to the nature and pressure and variety of work there is a need for the postholder to be able to multi-task both physically, mentally and with communication with all grades of staff. Archiving and retrieval of records requires some physical effort. CLINICAL & PROFESSIONAL RESPONSIBILITIES Supporting the Team in delivering CPA, MHRA and other legislative bodies. ADMINISTRATIVE RESPONSIBILITIES Provide comprehensive secretarial service for the Clinical Director, Pathology Manager and Departmental Managers. Maintain electronic diary for Pathology Manager. Record/monitor all annual and study leave for the medical staff within the Directorate on behalf of the Clinical Director. Record all annual/study, external meetings etc. for all Departmental Heads and Quality Team on behalf of the Pathology Manager. LINE MANAGEMENT/SUPERVISORY RESPONSIBILITIES To manage the medical secretarial staff within the Pathology Directorate ensuring an efficient, timely secretarial service is provided to all Consultants and their teams, Departmental Managers and the Pathology Quality Team. To manage the Pathology Admin Team looking after ESR for the whole of Pathology, data quality/merging routines, password allocation, code set-up for Pathology computer Title: ASC Pathology - Band 5 Version: 4 Date: July 2014 3 systems. To manage the Bereavement Team and liaise with the Cellular Pathology Service Manager re procedural matters. Ensure adequate cover is provided for annual and sick leave. To manage and record all annual leave, sickness absence and other leave in accordance with Trust policies and maintaining individual staff records supporting this for the Administration teams. To manage the recruitment, appointment and induction of all grades within the Pathology Administration Department. To ensure that the annual individual performance review and Personal Development plans are carried out and recorded. To represent the Administration Team at Pathology Directorate Meetings, Senior Management and Departmental Heads Meetings. To be an active member of the Pathology Telepath User Group. To be an active member of the Pathology Management Team. To deputise for Pathology Directorate Manager at Trust meetings when required. To arrange and chair regular Administration team meetings ensuring a correct record is produced. To develop and review policies for the Directorate/Administration Department ensuring compliance with Trust and CPA requirements. To manage the retention of records/archiving/retrieval ensuring compliance with Departmental Policies and Royal College of Pathologists. Co-ordinate manpower and service developments administrating secretarial and clerical input into Pathology initiatives. FINANCIAL RESPONSIBILITY Negotiate procurement/contracts for all office equipment including maintenance contracts. Authorised signatory for invoices, orders, and all paperwork regarding staff with the exception of manpower forms. Manage the stock keeping/ordering of stationery requirements for the Directorate from NHS Supplies/preferred Supplier. Ensures private contract work is recorded and forwarded to Finance on a regular basis. Completes relevant paperwork for any private work carried out and forwards to the Private Patient Officer. RESEARCH & AUDIT To regularly monitor and audit the effectiveness of all administrative systems within the Pathology Directorate. To report significant findings to the Pathology Directorate Manager together with recommendations to improve/streamline service provision. To authorise any risk or clinical incidents reported in the department via Datix. To ensure an investigation into the cause has been carried out and to introduce preventative measures whenever possible. This may involve meeting with service users to alert them to Title: ASC Pathology - Band 5 Version: 4 Date: July 2014 4 the potential risks and explore satisfactory solutions. To ensure a copy of the Datix is forwarded to the Pathology Quality Manager. To be an active member of the Pathology Quality Audit Committee undertaking audits highlighted from Datix or required by Clinical Pathology Accreditation UK Ltd (CPA - ISO 15189). To organise Pathology Audit Meetings, book presentations and provide attendance lists to the Pathology Quality Manager. To maintain copies of audits for Pathology documentation. Manage the implementation of the Mersey and West Lancashire Trust Health & Safety Policies and Procedures and the Pathology Health & Safety Policy. To report any issues/potential issues to the Pathology Health & Safety Committee.

Disability Confident About Disability Confident A Disability Confident employer will generally offer an interview to any applicant that declares they have a disability and meets the minimum criteria for the job as defined by the employer. It is important to note that in certain recruitment situations such as high-volume, seasonal and high-peak times, the employer may wish to limit the overall numbers of interviews offered to both disabled people and non-disabled people. For more details please go to Disability Confident.

Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 9000 dedicated and skilled staff across 21 sites. We strongly believe that the communities we serve should all have access to Five Star Patient Care. Our services: Acute Care Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites. Primary Care Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital. Community Services Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancashire. Our inpatient unit at Newton Community Hospital is where patients needing acute hospital beds can continue rehabilitation, freeing up space for more unwell patients. We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre. Specialist Regional Services We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man and North Wales. Achievements:

• Rated Outstanding by CQC Inspection August 2018
• Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
• National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme