Administrative Clerk (XN03
Job Description
Job summary
Permanent Position
Genomics
Band 3, 37.5hours per week, full time
Join us to make a meaningful difference to patients lives.
If your passion is healthcare and you want to be at the forefront of improving outcomes for patients, then theres no better place to be.
As an employer, Leeds Teaching Hospital NHS Trust offers:
New NHS pay scales from 2024/25.
27 days annual leave (rising to 29 days after five years and 33 days after 10 years service) plus bank holidays and the option to buy additional days.
Optional defined benefit pension, with generous 20.6% employer contribution
Opportunity for paid study leave (up to 5 days per year)
Flexible working practices Supportive benefits throughout changing life circumstances, including up to 1-year parental leave, onsite nurseries, career breaks and flexible options for carers.
Access to health and wellbeing resources and retail discount
Expected Shortlisting Date
23/04/2025
Planned Interview Date
30/04/2025
Main duties of the job
We are currently recruiting for dedicated individuals to join our growing team in the
genomics central laboratory at St Jamess University Hospital, as Administrative Clerks.
Working closely with colleagues at Leeds and across the wider North East and Yorkshire
(NEY) region The role responsibilities include:
Acting as a first point of contact for service users, answering telephone calls and responding to emails.
Completing the booking in of samples sent to the laboratory
Issuing of reports (email/post uploading to internal systems)
Dealing with a variety of sensitive and highly confidential material, producing confidential reports and correspondence as required.
General administrative and clerical work
Communicating effectively with colleagues and contributing to the safe and effective running of the laboratory.
The successful candidate will need to work in a fast-paced environment, completing work at short notice and to tight deadlines. Attention to detail, organisational qualities, personal flexibility and excellent communication skills will be required. Previous experience in a laboratory environment or in healthcare is desirable but not essential.
The post holder will be required to work 37.5 hours per week full-time and contribute to out-of-hours rotas including weekends and bank holidays as required.
About us
In response to NHS Englands recent Strategy and Service Specification for the future of Genomics services in England, Newcastle Teaching Hospitals, Leeds Teaching Hospitals, Sheffield Childrens Trust and Sheffield Teaching Hospitals have formed the North East and Yorkshire Genomics Laboratory Hub; an exciting collaboration to provide services for Genomics across Yorkshire and Humber and the North. The combined size of our geography makes this the largest collaboration in the country with the Trusts offering a range of both general and specialist hospital services with excellent clinical outcomes for patients. We have an international reputation for excellence in specialist care, research and academic training.
We welcome applications from candidates who have the relevant skills and experience to succeed. For further enquiries, please contact Tracy Scott, Administrative Manager on 0113 2066969 or via e-mail at Tracy.Scott10@nhs.net
Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.
Job responsibilities
JOB PURPOSE/SUMMARY
Secretarial, administrative and clerical support are required for co-ordinating the receipt of all incoming samples, including; entering patient details onto the departmental database by creating new patient records and updating existing records, obtaining and following up incomplete data, including details of patient family history, and dealing with mislabelled samples and samples to be rejected. This must be done in a timely manner to enable downstream processes to be completed as efficiently as possible. Records in the departmental database are shared, and data recorded impacts across the Genetics Laboratory and Clinical Genetics departments.
To enable analysis of samples the laboratory infrastructure must be maintained. Secretarial, administrative and clerical support are required for booking in samples, including; entering orders onto the laboratory database, placing orders using Trust ordering system, telephone and email, following up orders once received and following up outstanding orders. In addition secretarial, administrative and clerical support are required for triaging issues raised from sample receipt and send, dispatching samples for analysis elsewhere in the UK and internationally. The post holder(s) is also responsible for co-ordinating the clerical work of the medical laboratory assistant to ensure the clerical needs of the laboratory are met including; issuing laboratory reports, filing laboratory records and assisting with sample data entry. Secretarial, administrative and clerical support is also required for other duties including dealing with the majority of incoming phone calls preparing and distributing minutes of laboratory meetings and scanning records
PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY
Liaising with clinicians and their secretaries in person, by email, database query or telephone to request accompanying paperwork, letters, questionnaires, family pedigree details etc to be sent with the sample.
Liaising with other laboratories around the UK and overseas about their requirements for accepting samples their labelling policies and sample concentration requirements.
Forward any complex clinical enquiries on to the appropriate member of the laboratory staff.
Ensure messages of importance are drawn to the attention of appropriate members of staff.
Receive incoming requests for services and co-ordinate test submission according to laboratory protocol.
Ordering and following up orders.
Issuing laboratory reports to requesting clinician, and copies as requested. Urgent reports as instructed.
Emailing reports as authorised by Clinical Scientists.
Identify and prioritise urgent from non-urgent letters.
Ensure diligence when faxing confidential information.
Checking patient database for previous referral of patient, including where repeat extraction may be required. Bringing duplicate/surplus samples, which may need to be rejected and discarded, to the attention of the Duty Scientist.
Assisting the Duty Scientist in dealing with Mislabelled Samples, including sending letters to the appropriate Consultant/requesting Doctor.
Administration and recording of mislabelled samples, including letters and patient database updates.
Liaising with clinicians where necessary to obtain complete and accurate referral information.
Alerting Duty Scientist to samples that have been sent to the laboratory in error and assist in redirecting.
Creating and sending of DNA storage and rejection letters.
Creating full and accurate patient records, including checking if patient already exists in database, and merging duplicate records according to strict departmental policy. Identifying correct referring clinician and centre. Identifying research project samples.
Creating database entries for new referring Clinicians and Referring Facilities, including contacting centres for accurate details.
Using confidential NHS tracing website or contacting referring centre to obtain full and accurate required patient information.
Recording comments in the database on any additional or unusual aspect of the referral.
Identifying family relationships and pedigrees within the patient database. Liaising with consultants, GPs and their secretaries to obtain full details of any family history associated with the testing requested on a patient and linking these to existing pedigrees within the patient database. Creating new pedigrees as appropriate.
Merging duplicate pedigrees according to strict departmental policy including updating paper records in the laboratory and informing Clinical Genetics of any changes.
Creating database entries for mislabelled and rejected samples.
Liaising with colleagues regarding database operational issues.
Paper filing of clinical referrals, reports and associated laboratory paperwork.
Scan a variety of laboratory and staff documents as appropriate for ...
