Laboratory Administration Assistant Oxford, England
Job description
The Oxford Genetics Laboratories has a full-time vacancy for a Laboratory Administration Assistant to join the admin team at the Churchill hospital site.
Reliable and efficient administrative services are crucial for the successful operation and smooth running of our large diagnostic laboratory. We are looking for an administrator to join our team to provide support to all members of the department. The main responsibilities for this role will be data entry, issuing laboratory reports as well as telephone enquiries and other administrative tasks.
The successful candidate will have excellent written and verbal communication skills, experience of using word processing, spreadsheet and database packages, and ideally have previous experience of working in an office environment. They will be able to demonstrate strong time-management and prioritisation skills as well as accuracy, consistency and attention to detail in all aspects of their work.
This role would suit someone looking to work in an office environment, someone at the start of their career or someone looking for a change in career path. Full training will be provided and all work will be undertaken according to defined written protocols.
The laboratory is open from 8am to 6pm, Monday to Friday and the pattern of full time work is typically 9am-5pm. Requests for part-time or flexible working patterns may also be considered.
The post holder will undertake general administrative tasks to support the efficient and effective running of the Genetics Laboratory. Tasks will include the data entry of patient and sample information onto the laboratory databases, including undertaking procedures to check or clarify the information. The post holder will also help with routine office tasks including receiving and forwarding telephone enquiries, checking of patient information on laboratory reports, report distribution, copying and archiving paperwork linked with samples and despatch of samples and laboratory materials.
The post holder works independently but under the supervision of the Senior Staff. They will liaise with other administrative staff within the department, other Health Care Professionals and Administrative and Managerial staff with the Trust as well as with other Genetics centres within the UK and abroad.
Oxford University Hospitals NHS Foundation Trustis one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. Find out more here www.ouh.nhs.uk
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.
Duties & Responsibilities
1. Undertake patient/sample data entry on laboratory databases, checking patient details against internal laboratory records and external patient database.
2. Liaise with medical, nursing and secretarial staff to obtain accurate patient information as required
3. Identify and record the different categories of referral (e.g. NHS / private patients)
4. Print laboratory analysis sheets from the laboratory databases
5. Receive and deal efficiently with telephone enquiries from healthcare professionals, and occasionally patients, regarding all aspects of the work of the laboratory. This may include anxious patients and healthcare professionals and information requiring sensitive handling
6. Answer external queries, for example on storage of samples, date when reports expected, enquiries regarding the export of samples, expected reporting times for tests
7. Send out laboratory reports to referring clinicians and assist with filing of laboratory information regarding the tests.
8. Receive, open and process accordingly mail for the members of the lab
9. Collate and prepare paperwork to accompany samples sent to other centres for testing
10. Arrange and co-ordinate couriers, organise special deliveries and as required take samples to the post office
11. Scanning, photocopying, e-mailing and filing laboratory paperwork as required
12. Monitor office supplies to ensure sufficient stock for service needs
13. Sign for receipt of laboratory orders as required
14. Assist with the preparation and review of standard operating procedures as required
15. Handle confidential information and departmental correspondence appropriately
16. Maintain patient confidentiality at all times
17. Contact hospital engineers, estates department, personnel, housekeeping and other support and maintenance groups, for information and assistance as required
18. Assist the technical staff with arrangements for installation, maintenance, servicing and repair of equipment as required
19. To liaise with scientific, clinical, secretarial and administrative colleagues both verbally and by email as appropriate
20. Ensure maintenance of office equipment as required.
21. Ensure effective communication and efficient working of the administration team
22. Assist in training all new laboratory staff in the use of laboratory databases and filing systems
23. Participate in regular performance review and personal development
24. The job holder may be asked to perform other duties in the department as approved or required by the Director of the Laboratory
