Administrator

Job description

Job overview

To provide a comprehensive administration support service to Cytology, ensuring the highest level of confidentiality is maintained at all times.

The post holder will be required to demonstrate a significant level of initiative in organizing workload and in making decisions and taking action in accordance with departmental policy.

Main duties of the job

To work as a member of the wider Cytology Administration team undertaking all duties within the department on a rotational basis and as cross cover during colleague absences.

Support Consultant BMSs/CSPL by co-ordinating materials required for scheduled MDT meetings/cancer invasive audits in line with standing operating procedures.

Assist with the administration of specimen results (close), including the issue of direct referrals via postal and electronic services.

Provide support to specimen reception including booking in/ scanning/ unpacking and sorting cytology/ HPV testing samples as and when required

Working for our organisation

The Royal Wolverhampton NHS Trust is one of the largest NHS trusts in the West Midlands providing primary, acute and community services and we are incredibly proud of the diversity of both our staff and the communities we serve. We are building a workforce that can help us to fulfil our values, improve the quality of care for patients, and solve the health care problems of tomorrow. We're passionate about the value that diversity of thinking and lived experience brings in enabling us to become a learning organisation and leader in delivering compassionate care for our patients.

We are delighted that we have been rated as "Good" by CQC. We have achieved numerous awards; The Nursing Times Best Diversity and Inclusion Practice and Best UK Employer of the Year for Nursing Staff in 2020.

The Trust is a supportive working environment committed to creating flexible working arrangements that suit your needs and as such will consider all requests from applicants who wish to work flexibly.

Detailed job description and main responsibilities

Assist with the maintenance of the failsafe system.

Assist with the maintenance of the cervical screening PIN register including updates as necessary in line with standard operating procedures, including the escalation of any concerns.

Assist with quality assurance and quality control procedures relating to the integrity of samples received in the laboratory. Take and prepare minutes of key meetings as required..

To access confidential cytology reports and send out to external/ internal agencies as appropriate.

To ensure all information and messages received from stakeholders, patients, colleagues and Medical Staff are communicated efficiently and correctly. This can be of a sensitive or complex nature.

Respond positively and promptly to enquiries and problems received from stakeholders, patients, medical staff and other agencies, using initiative to take appropriate action in accordance with departmental policies and procedures.

Be committed to continual self-development and training to meet the requirements and further development of the specialty.

Respond in a professional and sensitive manner when dealing with confidential issues to patients, relatives, and other agencies.

To accurately create records and update patient related information onto the computerised Patient Administration System as required.

Take responsibility for patient records/notes in the office pertaining to own work.

Assist with the training and induction of any new, or less experienced, Administration staff.

Be familiar with and comply with all Trust and Departmental Policies and procedures.

Participate in appraisals to agree/ revise Personal Development Plans.

To work closely with BCPS Staff and Team members to ensure the development of an efficient Team to effectively support the Directorate/ Department.

Attend and participate in regular and ad hoc staff meetings.

To participate in team, professional and personal development activities and promote commitment to continuous development and improvement.

Maintain a current knowledge of infection prevention and control practices and policies through annual mandatory updates and role specific training.

Demonstrate a current knowledge of infection prevention and control practices through the delivery of clinical care and maintenance of a safe environment in accordance with infection prevention and control practices and policies. Take part in infection prevention initiatives in the local area. Challenge infection prevention practices, reporting breaches using relevant Trust policies as appropriate (e.g. incident reporting policy).

Employees must be aware of the responsibilities placed on them under the Health and Safety at Work Act (1974), and associated legislation, to maintain a safe working environment for both staff and visitors, to observe obligations under organisational and departmental Health and Safety Policies, maintaining awareness of safe practices and assessment of risk.

If required to do so, to obtain, process and/or use information held on computerised or manual records in a fair and lawful way in line with the Data Protection Act 2000. To hold data only for specific purpose and not use or disclose it in any way incompatible with such purpose. To disclose data only to authorised persons or organisations, as instructed.

It is the aim of the hospital to provide patients and other service users with the best possible care and services. In order to meet this aim, all our staff are required at all times to put the patient and other service users first and do their utmost to meet their requests and needs courteously and efficiently. In order that staff understand the principles of customer care and the effects on their particular post and service, full training will be given.

All employees have a responsibility to support the safety and well-being of children, young people and adults at risk of harm and to practice in accordance with legislation. Knowledge, skills and competency are to be maintained according to role and responsibilities in order to fulfil Safeguarding Children and Adults at Risk responsibilities. All employees are expected to comply with existing local Safeguarding policies and procedures, and Trust and Wolverhampton Safeguarding Children Board and Safeguarding Adults at Risk requirements.

The Trust is fully committed to encouraging its staff to freely contribute views on all aspects of health service activities, especially those on delivery of care and services to patients. However, you shall not, either during or after the end of your employment (however it is terminated), divulge to any unauthorised person confidential information relating to the Trust. This includes, but is not limited to, information covering patients, individual staff records, industrial relations, financial affairs, contract terms and prices or business forecasts.

Your obligations of confidentiality under this clause shall not prevent you from raising genuine concerns about healthcare, or a belief that criminal conduct, breach of a legal obligation, health and safety breaches or damage to the environment has been, is being, or is likely to be committed, or any information tending to show any of the above has been, is being, or is likely to be, deliberately concealed, provided that such disclosure is made in good faith and in accordance with the provisions of the Public Interest Disclosure Act 1998 and the Trust's Policy on Raising Concerns at Work-Whistle Blowing Policy, a copy of which is available from the Human Resources Department.

Person specification

Essential and desirable

Essential criteria

• Able to update and maintain various IT software packages
• Knowledge/experience of a range of administrative procedures
• Ability to change work practices to facilitate developments of the department or service

Desirable criteria

• Occasional exposure to distressing and emotional telephone calls

Flexible Working - As a major employer in the Black Country and West Birmingham region we are committed to supporting all employees to achieve a healthy work life balance. We want the Black Country and West Birmingham region to be the best place to work and as such will consider all requests to work flexibly taking into account personal and individual circumstances alongside the needs of the service. We encourage all prospective applicants to discuss their individual circumstances with the Recruiting Manager as part of the on-boarding process.

Qualifications - Please be advised that if the post that you are applying for requires any level of qualification (e.g. A-Levels, Degree etc) or Professional Registration (e.g. Nursing and Midwifery Council, General Medical Council etc) you will be required to provide proof as part of the pre-employment process. By submitting your application you are giving the Trust permission to check the qualification certificates provided back to the source provider. Please note that a sample of all applicant's qualifications will be checked with the educational institution or provider. Furthermore, a sample of all applicants' qualifications will be checked back to the educational institution or provider to interview letters to further deter fraud.

Visa/Sponsorship Information

In line with UKVI requirements, the Trust is unable to sponsor any applicants for Skilled Woker Visas who do not meet the minimum eligibility requirements including applicable salary thresholds and concessions. Before applying, please ensure that you have the right to work in the UK, or that the role is eligible for sponsorship. For more information, please visit: