Lead Administrator

4 days ago

Nottingham, United Kingdom Nottingham University Hospitals NHS Trust Full time

**Job overview**:
An exciting opportunity has arisen for an enthusiastic, well-motivated Lead Administrator to join the Cellular Pathology department which is spread across two campuses and includes: Histopathology, Mortuary and Bereavement and HMDN

The lead administration role is pivotal to the smooth running of the laboratory in providing timely responses to the cancer centre for escalated patient cases as well as managing stock and consumable requirements for service.

The successful applicant must be able to work in a fast paced environment and have excellent organisation and IT skills. The ability to perform to deadlines and under pressure, whilst prioritising tasks throughout the day to meet the demands of the service is a key skill.

**Main duties of the job**:
One of the key roles is handling enquiries for cancer patient diagnostics. Escalations to the department require a response within 24 hours so a working knowledge of the whole department process including laboratory, admin and clerical and reporting, as well as the cancer pathways is required. As part of this role you will represent the department at corporate level meetings to report on the progress of histology 62 day patients and liaise with management to investigate any delays to the provision of results.

The successful applicant will be expected to manage aspects of the departmental procurement process which will include: calling suppliers, obtaining quotes, placing orders through the Integra system and liaising with engineers for servicing visits. The post holder will also manage the stores operatives and have oversight of the department’s supply needs to prevent shortages in consumables and continuation of the service..

**Working for our organisation**:
The cellular Pathology team is split across both campuses has 30 Consultant Histopathologists, 20 A+C team members and 121 technical staff. We are in the process or bringing in digital pathology and new equipment which is an exciting time for the departmental teams.

**Detailed job description and main responsibilities**:
Main responsibilities are listed below and further details can be found in the attached Job Description.

Provide an administrative service to the Cellular Pathology Services Managers, acting on own initiative to resolve issues or refer to the Cellular Pathology Services Managers as and when appropriate.

Provide support to the Head of Service for managing Consultant External Quality Assurance (EQA) returns and appraisal information.

Assist the Cellular Pathology Services Managers and the Administration Manager in Human Resources activities including staff recruitment, training, interviewing and line management of the departmental stores operatives.

Raise cross-town Cellular Pathology stock and non-stock requisitions using e-procurement, liaising with a variety of personnel within and outside of the Trust.

Manage the delivery of supplies, ensuring goods are carefully checked against delivery notes identifying any incorrect deliveries. Record receipt of the goods on e-procurement.

Receive invoices for supplies and capital equipment, validate them against receipted goods identifying any errors before passing them to the Finance Department for payment to suppliers

Assist in reporting and co-ordinating maintenance and repairs to equipment and building fabric, liaison with hospital engineers and external maintenance contractors where appropriate to ensure a prompt response.

Responsible for the compilation of the Asset Investment Register ensuring it is updated regularly and managing assets using the departmental Quality Management System.

To attend and take minutes of meetings, type minutes and circulate as required.

Act as Secretary to the Cellular Pathology Services Managers and to provide Lead Medical Secretarial support within the department as required.

Deal with queries from Patient Navigators/Clinical Coders and Cancer Centre.

Prepare for and attend Trust Patient Tracking Lists (PTL) as required.

**Person specification**:
**Experience**:
**Essential criteria**:

- Recent experience in administrative procedures
- Recent experience working in health care

**Desirable criteria**:

- Recent experience working in Cellular Pathology

**Training & Qualifications**:
**Essential criteria**:

- 4 GCSE’s or equivalent including English

**Desirable criteria**:

- Qualifications relevant to role for example IT, admin, business

**Communication & Relationships**:
**Essential criteria**:

- Evidence of interpersonal skills
- Evidence of good time management
- Evidence of a broad range of communication skills
- Evidence of ability to resolve issues and queries

**Desirable criteria**:

- Evidence of attending and representing the department at Trust meetings

Bring your whole self to work for us at NUH. We love diversity and we value your difference, your unique skills, knowledge and experience. Becoming one of our people may realise your potential, helping us to r

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