Senior Administrative Assistant

1 month ago

Chichester, United Kingdom 279 University Hospitals Sussex NHS Foundation Trust Full time

This role will be to participate in the activities of the administrative team, under the guidance of the Administrative Supervisor, The administrative team are all based at St Richards Hospital, Chichester although we do have a spoke laboratory based at Worthing Hospital and as such you will be expected to undertake appropriate duties as per the Job Description (see attached)

The individual will be expected to provide comprehensive high quality administrative support to the department, including Word Processing of reports and letters from manuscript or audio (Big Hand) using the Laboratory Information Management System (LIMS = WinPath Enterprise) and Microsoft 365 software products, particularly Excel and Word. In addition, the department uses the Q-Pulse Quality IT System and the Cerebro Tracking System, so any prior experience with either will be an advantage.

The role is for full-time working - 37.5 hours per week covering Monday to Friday.

The main laboratory at St Richards Hospital, Chichester is open from 8am to 6pm Monday to Friday, whilst the laboratory at Worthing Hospital is open from 8am to 5pm. We can be a little flexible with the arrangement of the hours; however, the role will ideally cover all 5 weekdays working 9am until 5pm.

Provision of comprehensive, high quality administrative support to the Consultant Histopathologists, Specialist Registrars, Associate Specialists, lead Biomedical Scientist, Administrative Supervisor and Laboratory personnel to help deliver a high quality and timely result service.

Specifically to provide a comprehensive service related to sending away of cases and receipt of associated reports. This will involve ensuring all pre-report typing is completed, e.g. entering of clinical details and macroscopic descriptions onto LIMS; completion of specific send-away spreadsheet; preparation of slides together with electronic and paper information in appropriate batches (usually 100 per batch); organising of company courier; correct tracking of in/out of all materials on Cerebro; entering of completed reports onto LIMS and subsequent allocation to an in-house Consultant; storage of returned items and final completion of spreadsheet and tracking system.

Dealing with all enquiries and requirements related to the send-away cases.

To work within the Administrative team across both sites.

To communicate effectively across the multi-disciplinary workforce that interact with the Cellular Pathology department, including Consultants, Registrars, House Officers, Service Managers, Ward Managers, Nursing Staff, MDT Coordinators and any other appropriate personnel under the guidance of the Administrative Supervisor and the Deputy Administrative Supervisor.

Join us at UHSussex, every day is different, you can be the change, better never stops

At UHSussex we’re proud to be at the heart of the NHS. As one of the UK’s largest acute Trusts, we’re a leading example of the excellence, the ambition and the values that have embodied the NHS for over 70 years.

**Improving lives**: We are a vibrant and inclusive organisation, with hardworking, talented and dedicated individuals, who work together towards a common goal, to always put our Patient First. Our mission is summed up by our ‘where better never stops’ motto and no matter the role at UHSussex, you will play a part in driving us forwards and in improving the lives of patients across Sussex. We treat our patients and staff with the same compassion and empathy we expect for ourselves. We’re here for them when they need us, and we go above and beyond to meet their needs. This can be seen in our wellbeing programme for staff which is extensive and designed to support you when you need it because we know that to look after others we must first look after ourselves.

**Build a career with us**: As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.

Communication

Establish and maintain positive interpersonal relationships with other staff members characterised by trust, mutual respect and open, honest communication, including external organisation personnel.
- Provide support to Laboratory personnel within the department with regards to any administrative functions they are assisting with as required.
- Provide information to users of the service according to the current SOPs & Trust directives.
- Actively participate in team meetings.
- Inform effectively both verbally and in writing, including “hand-overs”.
- Communicate any relevant information within the whole team, and appropriate personnel externally, so as to ensure the continual and efficient running of the service.

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