Cell Pathology Programme Lead in Harlow

The Princess Alexandra Hospital NHS Trust (PAHT) is proud to care for the communities of West Essex, delivering safe, compassionate, and high-quality services. We are part of the Neighbourhood Wave, a national programme that is changing how care is delivered by focusing on prevention, early support, and more joined-up services across health, social care, and the voluntary sector. This means we’re working more closely with local partners to bring care closer to home and support people to live healthier, more independent lives. We’re a supportive and inclusive organisation that values its people. We offer development opportunities, flexible working, and a strong focus on wellbeing. As a Disability Confident and equal opportunities employer, we welcome applicants from all backgrounds and experiences. Join us and help shape the future of care in West Essex.

Job Summary

To manage the office team, teaching as appropriate, working in close association with Pathologists, CBMSs and IT administrator.

Scope and range

To provide a comprehensive administrative support service to the team of Consultant Pathologists, Specialist Registrars and Foundation year Doctors.

Duties And Responsibilities

• To organise and oversee the office workload to ensure that all reports are processed in accordance with the cancer waiting times, paying particular attention to accuracy and detail.
• The key role of the Office Manager is to co-ordinate all office tasks, escalating issues to the Clinical HOD and CBMS, and to ensure adequate staffing levels.
• Office tasks relate to:

• Booking specimens into Laboratory Information Management Systems (LIMS) and Trust information systems (e.g. EHR / ICE).
• Typing all correspondence and composing letters for referrals.
• Transcribing dictated histology/non-gynaecology reports (audio typing) and inserting photographs into diagnostic reports.
• Transcribing patient data from request forms into ICE.
• Extensive use of The Spine and COSMIC while booking on system.
• Merging duplicate entries, interrogating duplicate information and taking corrective action, ensuring data transfer to local cellular pathology system.
• Answering queries from patients, managers and medical staff on a one-to-one basis and over the telephone, always taking appropriate action.
• Overseeing the filing of all cellular pathology request forms and data forms.
• Transcribing dictated legal documentation of Post Mortems and coordinating results awaiting toxicology, histology or microbiology, and ensuring they are sent to the Coroner’s Office.
• Generating a daily cancer list for MDT coordinators.
• Ensuring MDTs are organised with the relevant reports and informing Pathologists when a report is not ready.
• Maintaining a register of all private patient specimens for audit purposes.
• Keeping a diary of inquests and ensuring post-mortem reports are ready.
• Completing ECRIC/COSD forms as part of the department’s responsibility to submit accurate data on all cancers.

Staffing

• Assist CBMS with selection and retention of Office staff, carrying out regular performance reviews and ensuring all staff have an appraisal.
• Manage and action annual leave requests for all Office Staff on the trust electronic system.
• Carry out staff appraisals and sickness management.
• Supervise new staff during training.

Hta

• As the designated person (PD) liaise with the designated individual regarding Human Tissue Authority issues, ensuring monthly audits for tissue taken at PM and that the department receives the disposal wishes of the family.
• Provide support to ensure compliance with licensable activities.
• Attend HTA meetings and provide updates on office progress and compliance for patient wishes and communication of storage requirements with the laboratory.
• Maintain correspondence with the Coroner’s Office to ensure disposal records are updated and provided.

Quality And UKAS

• Use the quality management system (Qpulse) to manage Standard Operating Procedures (SOPs) and advise on procedures not yet covered by SOPs.
• Ensure compliance with SOPs and training of all office staff.
• Ensure compliance with ISO15189:2012 standards, participating in audits to keep SOPs fit for purpose.

Referrals

• Manage and track referral requests, liaise with external providers to ensure progress and documentation.
• Produce referral letters and paperwork for internal processing.
• Liaise with lab to ensure correct diagnostic material is provided to referral site.
• Liaise with cancer services for specialist referral cases and test requests.
• Book couriers or recorded delivery systems as appropriate.
• Receive, book and upload received referral reports, ensuring Consultants are notified for validation.

General

• Oversee maintenance of office supplies and re-order on a monthly basis.
• Participate in meetings as required, including delivery of reports, and support closure of actions arising from meetings such as Breast HER2 service meetings and Annual Management Review.
• Support Consultant workload allocation system, monitoring cases in the pull system.
• Support minute-taking where appropriate.
• Observe Trust and Department Health and Safety and Manual Handling policies.
• Attend mandatory training courses.
• Act independently and manage own workload and scheduling, working to tight deadlines.
• Use a wide range of software tools for office productivity and Trust systems.
• Answer telephone queries in a helpful manner, but without giving results to patients.
• To maintain the confidentiality of patient data.

This job description may be subject to change according to the varying needs of the service. Such changes will be made after discussion between the post holder and the manager, and all duties must be carried out under supervision or within Trust policy and procedure.