Histopathology Workflow Tracker

Main area: Histopathology

Grade: NHS AfC: Band 4

Contract: Fixed term: 12 months (12 months upon appointment)

Hours: Full time - 37.5 hours per week

Job ref: 190-0384-DIR

Employer: Sheffield Teaching Hospitals NHS Foundation Trust

Site: Rotherham Hospital

Town: Rotherham

Salary: £26,530 - £29,114 pa/pro rata for part time staff

Salary period: Yearly

Closing: 16/06/2025 23:59

Interview date: 27/06/2025

We are committed to helping our staff balance their work and home lives and ensure they feel supported, valued and appreciated. We offer many different ways of helping staff including career development opportunities, flexible working, good annual leave and pension schemes, health and wellbeing packages and financial support systems.

Job overview:

The South Yorkshire and Bassetlaw Pathology (SYBP) Partnership fully integrates the pathology services delivered on behalf of the Partner Trusts within the Integrated Care System (ICS) footprint. This role sits within South Yorkshire and Bassetlaw Histopathology Admin Team who will provide the management of the administrative and operational tracking of Histopathology and Diagnostic Cytology samples to ensure efficient workflow and enhance patient experience. The Workflow Tracker will work closely with Trust/Specialty Cancer Trackers to monitor cancer-related cases and validate histopathology performance against national turnaround time targets. There is one full time role available to cover all Histopathology South Yorkshire and Bassetlaw Pathology locations. Travel across SYBP will be required in this role.

Main duties of the job:

• To provide management of the administrative and operational tracking process of Histopathology and Diagnostic Cytology samples, enabling seamless delivery of pathways maximising patient experience.
• To work closely with Trust/Specialty Cancer Trackers to identify and track cancer related work.
• To provide validation and monitoring of the histopathology performance against national set turnaround times.
• Identifying and investigating delays, bottlenecks, or other issues impacting workflow efficiency.
• Identifying areas for improvement in the tracking processes and systems and implementing necessary changes.
• To collaborate with laboratory, histology administrative and Consultant staff as well as the site cancer MDT coordinators and offer dedicated support to both clinical and non-clinical teams.
• Ensuring compliance with regulatory standards and quality assurance measures and maintaining documentation of Histopathology cases.
• To ensure all information relating to the Histopathology case tracking is communicated effectively and by the most appropriate medium.

Working for our organisation:

You will be working for an organisation which values and respects all its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives. The South Yorkshire and Bassetlaw Pathology Partnership are invested in training, developing, and supporting staff in all aspects including academic courses from certificates of achievement, registration, specialist and higher specialist IBMS portfolios, apprenticeships and leadership and management qualifications.

Detailed job description and main responsibilities:

Please view the attached Job Description and Person Specification documents for full details regarding this post. When completing your application please ensure that you clearly demonstrate how you meet the role criteria. This vacancy is advertised on a fixed term contract basis for a period of 12 months due to the post being recruited as part of a limited term project within the Trust.

Person specification:

• Level 4 qualification e.g. diploma or NVQ level 4 qualification or equivalent experience.
• GCSE (or equivalent) in English and Maths at grade C/4 or above or equivalent.
• Evidence of short courses or equivalent experience in report writing, data collation and analysis of results.
• IT qualification to Level 2 or 3 and/or EDCL.
• Evidence of continued professional development.

• Ability to follow and work to Standard Operating Procedures and Policy.
• Extensive experience of secretarial/tracking/administration duties.
• Experience of meeting objectives and deadlines in a fast-paced environment.
• Experience of working with complex IT systems.
• Experience of MDT co-ordination and/or cancer tracking.
• Experience of working with NHS England cancer pathways and targets.
• Experience of working as a Medical Secretary.
• Experience with NHS/Healthcare software systems (including but not limited to PAS, Infoflex, PACS, ICE).

• Working knowledge of Microsoft Office package (Word, Excel, Access, etc).
• Effective Communication skills, written and oral.
• Evidence of effective time management skills and with a methodical approach.
• Ability to deal with multiple IT systems at once.
• Ability to plan and prioritise allocated work.
• Attention to detail and analytical thinking.

Job Share applicants are welcome for all full time posts unless indicated but cannot be guaranteed. In addition for Fixed Term Contracts, internal secondments may be considered, please seek the approval of your current line manager before applying for the position.

All employment with the Trust is subject to a number of NHS Employment Checks being met to a satisfactory standard including verification of identity, eligibility to work in the United Kingdom, references and qualifications in addition to professional registration, a disclosure and barring records check and occupational health check if these are deemed to be a requirement for the position to be undertaken.