Laboratory Administrator

6 months ago

Oxford, United Kingdom Oxford University NHS Foundation Trust Full time

To produce letters, reports and documents using word processor, either from audio or hand written manuscript. To produce spread sheets collating departmental information and records. To produce monthly workload data and dashboard, showing key performance indicators. Produce monthly invoices and liaising with the relevant finance teams, including private patient billing.

Verify external invoices from referral centres. Deal with visitors to the laboratory and members of the public in a receptionist function. Typing and distribution of staffing rota for departmental doctors and biomedical staff. Supporting creation of scientific staffing rosters, leave entitlement and other relevant documentation.

To input data onto Health Roster, where relevant. Be proactive in supporting laboratory manager / laboratory senior staff and consultants for relevant committees and meetings as necessary through pre-meeting data gathering/preparing records, agendas, minutes and presentations and post-meeting minutes preparation and dissemination. Despatch biological samples to referral centres requiring complete accuracy and attention to detail. Liaise with transport and courier services, ensuring despatch complies with current local and national guidelines for transport of dangerous/infectious material Input results from referral laboratories.

This includes receiving verbal reports via telephone requiring complete accuracy and attention to detail. Monitor turnaround times for referred tests and be responsible for following up outstanding results Monitor and order and be responsible for stationary stock management for the department, including completing annual stock takes. Locate and retrieve patient results for medico-legal when required. Input and recovery of data from laboratory computer system which will include laboratory requests, reports, data production for invoicing.

Booking rooms for meetings and seminars for medical staff, laboratory manager and biomedical scientific staff Ensure office equipment is in full working order and liaise with service engineers when appropriate. Ensure data backup of IT systems used by the post holder. Be aware of the inherent hazards of the work and always take appropriate precautions, reporting to the Head BMS or Safety Officer an accident or potential hazard. Provide training, support and assistance to other members of the microbiology staff.

Organise and liaise with work experience students, ensuring all documentation in place and communicate with department and / or other pathology disciplines. Ensure communication to students is maintained, and feedback received. Work with support staff to ensure that an efficient and cohesive office and support service is maintained at all times. This may involve some element of cross cover during periods of sickness and leave within the team, to include: Send out and file microbiological reports, including dealing with misdirected reports Perform telephone duties that include making and receiving calls to and from the laboratory, verbally transmitting confidential results and conveying complex sensitive information to hospital clinicians, GPs, other health care professionals and external agencies in line with departmental policies Matches samples and request forms and assigns unique laboratory numbers, requiring complete accuracy and attention to detail.

Ensures that samples meet acceptance criteria for testing and dealing with any non-compliance in accordance with departmental protocols. Is aware of appropriate sample type for all tests. Is responsible for data entry into the laboratory computer system, requiring complete accuracy and attention to detail. Is fully conversant with relevant departmental policies and Standard Operating Procedures, ensuring that personal performance complies with ISO 15189-2012 standard.

Receive, sort and distribute incoming mail and be responsible for the appropriate despatch of outgoing mail Role Responsibilities Practices in accordance with the professional, ethical and legal codes of the Trusts protocols and guidelines and is responsible for developing own practice. Complies with the requirements of internal and external/national quality assurance schemes along with internal requirements for audits, and competence assessment to meet national standards. Develops proficiency in the assessment, planning and prioritisation of tasks. Communicates effectively with other staff groups, both internal and external.

To include healthcare professionals, patients and their representatives and visitors to the laboratory. Provides and receives sensitive information to and from patients and their representatives where empathic and re-assurance skills are required. May include notification of adverse events. Displays and maintains a high level of IT skills.

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