Histology Support Secretary

Detailed job description and main responsibilities

To organise and prioritise own workload and provide a full range of clerical/administrative support services including:

·      Opening, recording and following up on mail and e-mail received and sort, distribute and prioritise incoming mail for Consultant Histopathologists, & Specialist Registrars, using judgement to prioritise and disseminate information and to action requests.

·      Carry out photocopying, scanning and distribution of documents as necessary.

·      Deal with requests, via email, post and internally, for specimens to be sent to other hospitals.

·      Update and log, on spreadsheets, all incoming external reports received.

·      Check spreadsheets for outstanding reports and act upon this accordingly.

·      To enter all requests for specimens to system.

·      Check external databases for updates on pending reports.

·      Print MDT lists and print out appropriate reports. 

·      To be the first point of contact for written and telephone enquiries from patients, relatives, General Practitioners, Consultants and other medical staff and other external organisations, and to exercise initiative, judgement and sensitivity, often in the absence of the pathologist, in dealing with and prioritising these enquiries.

·      Collating and circulating documents.

·      To act as first point of contact for health care professionals, patients/relatives, police and Coroner’s officers.

·      To co-operate, as required, with other members of the Consultant Medical Staff and their teams of Junior Medical Staff, senior Managers, departments within Victoria Hospital and Community hospitals, other Trusts, General Practitioners and other external organisations as necessary.

·      Responsible for maintaining an efficient Cellular Pathology office systems tracer system for all case notes & ensure that case notes are correctly maintained following guidelines.

·      To maintain diaries, appointments and information relevant to the Consultant Histopathologists and Specialist Registrars, and to assist in the co-ordination of activities.

·      Co-operate fully in appropriate collection, input and retrieval of clinical information into information systems in use within the Trust, maintaining confidentiality and data protection at all times.

·      Work as part of the Cellular Pathology Team to assist with the various administrative tasks, have the ability to deal with routine matters on own initiative and to work well as a team player.

·      To participate in departmental audits, service and efficiency reviews, and co-operate with the introduction of technology, methodology, performance and organisational improvements.

·      Additional duties will be undertaken as directed by the Head of Department and/or Consultant Pathologist, in consultation with the post holder.

·      To take responsibility for one’s own personal development, and in conjunction with the Head of Department, to ensure compliance with Trust Personal Development guidelines, and maintain a personal development log.

·      To ensure personal compliance with regards to service requirements, mandatory requirements, Trust policy, Quality, Governance and professional demands.

To maintain awareness of future needs and contribute towards service development, to compile and review all relevant procedures and protocols, and suggest modifications and improvements as necessary.