Cellular Pathology Secretary

2 months ago

Oxford, United Kingdom Oxford University Hospitals NHS Foundation Trust Full time

We are seeking a secretary / administrator within Cellular Pathology at the Nuffield Orthopaedic Centre histopathology laboratory specialising in bone, soft tissue, and osteoarticular pathology. The role is to provide administrative support to consultant pathologists, tracking of tissue both in and out of the department from and to referring hospitals, liaising with other departments / hospitals, and audiotyping of histopathology reports.

**The post requires**:

- Data input and retrieval skills, using the laboratory information system t receipt, track tissue samples and order tests.
- Liaison with clinical teams and MDT coordinators both internal and external to the Trust
- Liaise with external laboratories
- Retrieve and re-file pathology slides required for case conferences
- Use of Microsoft Word and Excel to prepare, as required, departmental documents and reports.
- Audiotyping of histopathology reports

The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.

Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel.

**Main Purpose of the post**:
To provide confidential secretarial and administrative support to Cellular Pathology consultant pathologists including tracking pathologist and laboratory referral work internally and externally to the Trust.

The post requires the post holder to communicate in both verbal and written forms whilst liaising with representatives from within the Oxford University Hospitals NHS Foundation Trust and organisations external to the Trust.

**Responsibilities**:

- Be fully conversant with the FileMaker Pro Cellular Pathology Information System in disciplines/s related to area of work, in order to enter and retrieve data.
- Be fully conversant with relevant departmental policies and Standard Operating Procedures (SOPs), ensuring that personal performance complies with the United Kingdom Accreditation Standards (UKAS)
- Utilise the Trust’s Patient Administration System (PAS) to obtain information and for data entry into FileMaker Pro.
- Receive, prioritise, and act upon enquiries, by phone and in person, relating to the consultants’ work.
- Liaise with clinical teams and MDT co-ordinators to prepare for case conferences
- Retrieve and re-file pathology slides from the laboratory filing system for collation with reports and case notes required for regular case conferences, maintaining an accurate audit trail, and ensuring timely return of case notes to Medical Records.
- Receive, distribute and return referral work (tissue blocks and slides) to consultants and laboratory maintaining an accurate audit trail.
- Maintain consultants’ diaries, arrange meetings, book meeting rooms, and attend and minute meetings.
- Use Microsoft Word, Excel and other software to prepare, as required, departmental documents and reports.
- Maintain an efficient filing system, both manual and electronic systems - clinical records and service management records.
- Accurately copy type / audio type diagnostic surgical and post mortem reports if required.
- Distribute work to the clinical team as requested.
- Always maintain patient confidentiality.
- Assist with histology office reporting as required.
- Maintain local stationary stock supplies, requesting new stock as required.

Management and organisational role
- Liaise with the CSU Manager, other CSU managers and secretarial staff, and other Trust staff as required.
- Liaise with external bodies as required.
- Contribute to the training of new members of staff within the clerical area as required.
- Report adverse incidents to the CSU manager.
- Comply with health and safety regulations, the Data Protection Act, and Standard Operating Procedures.

Other responsibilities
- Demonstrate excellent personal communication and team working skills.
- Maintain good work relations with all members of staff and to promote effective team working.
- Attend mandatory training courses required by the Trust.
- Attend annual appraisal and assist in own personal and professional development.
- Comply with the requirement to practice within data protection and confidentiality guidelines
- Work to ensure that departmental performance targets are met by continually assessing priority of work.
- Attend departmental and Trust-wide staff meetings as appropriate.
- Treat everyone associated with the Oxford University Hospitals NHS Foundation Trust w

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