Archive Supervisor – 250 Euston Road – London

  • Full Time
  • London

250 Euston Road

Detailed job description and main responsibilities

Archive Duties
1. To maintain the integrity of the archive by filing histological and cytological slides and paraffin blocks.
2. To be responsible for the archive in both the main department and the remote site in Wales – to ensure correct filing and return of material.
3. To provide the support for multidisciplinary meetings by retrieving slides, producing copy reports and submitting these to the relevant pathologists in time for presentation. There is a minimum of six meetings per week. A list of the cases to be presented is provided by the relevant firm but
this may contain minimal information and often a certain amount of ‘detective’ work is required to identify all material required. It is also often necessary to search for slides in pathologists’ offices as well as in the files. The time frame between receipt of the list and the actual meeting
is often only one or two days so the post holder needs to be resilient and be able to remain calm under pressure.
4. To provide support to research and medical staff by assisting in the retrieval of blocks and slides for research projects.
5. To maintain records of slides and blocks removed and/or sent for referral by means of the Laboratory Information System.
6. To file reports and request forms on a daily basis and to track completed cases by recording request forms in the day book.
7. To access Epic (the Patient Administration System) for information regarding patient identifications when necessary.
8. To provide assistance to the other members of the archive team in the day-to-day routine tasks.
9. To provide an accurate and timely booking-in service for specimens referred from elsewhere by entering details from the request forms/referral letters into the Patient Administration system.
10. To liaise with laboratory, clerical and medical staff, both Trust & HSL staff.
11. To file reports and request forms on a daily basis.
12. To deal with referral requests by searching the computer files and retrieving slides and reports – and obtaining relevant consultant permission to send away.
13. To maintain any additional filing/recording system as may be necessary to comply with the requirements of the Human Tissue Act.
14. Ensure that general administrative tasks such as photocopying, scanning and filing are regularly carried out.
15. To provide cross-cover for other administrative staff within cellular pathology team, as required during periods of absence to ensure a consistently high level of service is provided. Administrative / Management

Administrative / Management
1. Provide effective supervision, direction and support to all staff within the archive team. This will include planning the workload, managing annual leave, sickness absence and authorising any overtime necessary.
2. To manage absences, including sickness and annual leave, making best use of staffing resources in order to maintain the service required by the Department.
3. To administer the request forms for retrieval from Wales and to ensure that where applicable, addresses for invoicing are obtained. To ensure that the correct authorisation for release of material is obtained.
4. To maintain the audit trail of such requests and to record the dates on which material was received and returned.
5. To ensure that the appropriate Material Transfer Agreement (MTA) forms are completed for release of material where relevant.
6. To monitor the invoices for this service and match to requests, and to ensure that all requests for research purposes are re-charged to the appropriate department or grant.
7. To attend departmental meetings as appropriate.
8. To provide supervision and support to team members. This will include planning workload, managing annual leave and sicknesses.

Communication and Patient Liaison
1. Communicate clearly, effectively and appropriately with the multidisciplinary team, both Trust and HSL staff.
2. Manage and answer telephone calls related to the service in a courteous and prompt manner.
3. Resolve complex queries, using analysis, experience and judgement to determine when to pass the caller on to a member of the clinical team, or when to escalate the call to a senior colleague. Where calls are passed on, to ensure that the caller is reassured regarding expected response
times and has further contact details if necessary.
4. Act as a point of contact for the department or specialty, dealing with queries from stakeholders and passing on relevant information to appropriate team members or departments as required.
5. Receive and respond to e-mail queries, monitoring, managing and triaging email correspondence to generic inboxes.
6. Using hospital information systems, produce accurate correspondence for patients, GPs and others involved in care, and ensure its timely dissemination to stakeholders.
7. Use developed communication skills in order to deal with staff concerns or complaints with empathy and understanding, finding a solution that assures the staff member.

Coordinating Care
1. Responsible for the administrative work within a designated specialty or department.
2. Receive and register materials on hospital information systems in line with the Trust Policies.
3. Identify potential delays or issues with a patient pathway or potential breaches, and take
preventative steps to avoid these, i.e. chasing reports and diagnostic tests,
4. Prepare information for MDT meetings.

Supporting Clinical Teams
1. To liaise with consultants on matters concerning materials retrieval (including for R&D projects), MDT meetings, etc
2. Advise and support clinical teams on Trust administrative processes.
3. Support and assist new members of the clinical team, ensuring they are familiar with the administrative service and have access to Trust systems upon commencement.
4. Support the department with the introduction and embedding of digital pathology.
5. Support local department initiatives, e.g. coordinating and dissemination of responses to local patient surveys as part of audit requirements.

Data Management and Quality
1. To uphold the Quality Management System (QMS) of the department by being familiar with and observing the quality policies and procedures of the department.
2. To maintain existing procedures and to develop new ones as necessary in accordance with the templates in use as part of the departmental QMS.
3. To maintain patient confidentiality at all times.
4. To comply with both the Trust and local policies and procedures.

Management of Resources
1. To ensure the effective and appropriate use of all resources within the Division, ensuring that the needs of the individual specialties are met.
2. To work closely with the operational management team in both the external and internal laboratories to ensure the standards are maintained. This may mean liaising with our outsourced partner laboratory.
3. To plan for staff absences where these are known in advance, and to manage the workload when these are unexpected.
4. To be conversant with all activities within the post holder’s areas of responsibility and to ensure adequate cover is provided in times of absence.
5. To maintain adequate stock levels for the department, using Trust systems to procure required items.

Person specification

Knowledge and Qualifications

Essential criteria
  • Degree and/or an appropriate professional qualification or equivalent.
  • Knowledge of the full range of administrative procedures, acquired through training and previous experience of working in an administrative environment.
  • Awareness of the requirement to maintain confidentiality, and knowledge of the Data Protection Act.
Desirable criteria
  • NVQ Level 4 in Business Administration, Customer Service, Healthcare Support Services or equivalent qualification.

Experience

Essential criteria
  • Experience of working in a non- routine environment, with demonstrable evidence of problem solving and resolving issues as they arise (acquired through experience and/or training to Vocational level 4 or equivalent).
  • Experience of working in a customer facing environment, resolving queries and using initiative to ensure first-class service delivery.
Desirable criteria
  • Previous NHS experience or experience of working in a healthcare / laboratory setting.

Skills and Abilities

Essential criteria
  • Ability to make decisions in a constantly changing environment using own judgement to deal with queries or escalate where necessary
  • Advanced keyboard skills, and competent use of IT.
  • Able to deal with sensitive information with tact, diplomacy and understanding.
  • Able to work co-operatively with other management teams both within the Trust and with the laboratory

Communication

Essential criteria
  • Able to communicate clearly and sensitively with a wide range of patients, in situations where there may be barriers to understanding (e.g. language difficulties, anxious or distressed patients or relatives).

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

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