Detailed job description and main responsibilities

At Synnovis, we are currently shaping the future of pathology services by creating a world-leading Hub and Spoke pathology network with our NHS partners. A large part of this modernisation will involve moving 70% of our services to a purpose built, state of the art Hub laboratory in the heart of London. For now, the job you are applying for will be based at one of our hospital sites however, from 1 April 2024 our people and services will start to move to our Hub laboratory in Blackfriars, Southwark, SE1, with some work remaining in refurbished essential services laboratories across our hospital network, focusing on the rapid turnover of urgent tests. Please do ask your recruiting manager if you wish to find out more.

This role supports the day-to-day running of the administrative and secretarial function. Reporting to the Office Manager, you will hold a variety of responsibilities to ensure the successful delivery of pathology services, in line with our corporate objectives.

Supporting the Office Manager, you will hold a variety of accountabilities. These may include, but are not limited to:

• Provide a full secretarial service that reflects the particular needs of the service.
• Maintain an effective administrative function for the service.
• Perform main duties such as the transcription of records, the composition of routine letters, maintaining and updating of Health and Safety and Standard Operating Procedures (SOPs) relevant to the section.

Key Responsibilities

• Provide secretarial assistance to the clinicians in co-ordination with other secretaries within the department.
• Deliver and retrieve medical records as appropriate for use in delivering services whilst maintaining strict confidentiality and adhering to Information Governance (IG) guidelines.
• Where appropriate, ensure that all outcomes are updated on the computer by stipulated deadline.
• Enter clinical information and laboratory results onto the appropriate computer systems.
• Perform general office administrative duties including dealing with incoming and outgoing correspondence, filing and photocopying, and maintain the departmental filing systems.
• Arrange and attend meetings, taking minutes where required.
• Maintain appointment diaries and inboxes; organise travel arrangements and record any appropriate expenses.
• Support Operational Management in recruitment, onboarding and local induction, ensuring SOPs are followed.
• Where applicable, train and supervise junior administration and clerical employees, plan and organise the office work, inform the Office Manager of staff performance levels highlighting any concerns.
• Organise and implement effective cover to ensure the workload of the specific specialty sections is processed in a timely and efficient manner.
• Ensure the provision of an effective telephone answering service for all sections of the department. Receive and tactfully provide advice and instruction to visitors, staff and patients.
• Highlight any system errors to Operational Management and undertake any necessary corrective action as required.
• Assist the Operations Managers in requisitioning and maintaining adequate supplies of office consumables.
• Support, maintain and update SOPs as required covering all aspects of activities within the administrative function.
• Support in any local performance audits as required.

Synnovis is a pathology partnership between SYNLAB UK and Ireland, and the NHS, including sites, Guy’s & St Thomas’ NHS Foundation Trust and King’s College Hospital NHS Foundation Trust, to deliver and transform pathology services across South East London.

The partnership provides services to 1.7 million people living in South East London, as well as to hundreds of thousands of patients from outside the region who use local healthcare services.

The partnership provides diagnostics, testing and digital pathology for hospital trusts, GP services and other healthcare providers.

Guy’s and St Thomas’ Hospital Foundation Trust is a major emergency and specialist teaching Trust which has all the specialties associated with a fascinating and career defining case load including: Women’s Services, Fetal Medicine, Haematology, Oncology, Transplantation, and is also home to the Evelina Children’s Hospital and the Cancer Centre on the Guy’s site.

You will be close to the vibrant Borough Market and the South Bank, which are exceptional London locations; perfect places to work and relax next to such iconic venues as Big Ben, The London Eye and The Shard!

King’s College Hospital Foundation Trust is one of the UK’s leading NHS Foundation Trusts in specialist teaching. King’s has various divisions including Neurosciences, Haematology, Cancer and Cardiovascular sciences, where there are unlimited opportunities to develop and perfect your career.

Over the last 170 years, King’s has delivered nothing but world class service to all its patients from deprived communities as well as some of the wealthiest in London.

Princess Royal University Hospital is a District General Hospital, which proudly provides quality care to patients within the boroughs of Bromley and Bexley as well as Lambeth, Southwark and Lewisham.

Orpington is located within South East London with a great range of shops, markets and a place where various sports can be enjoyed. It is a great place to live and work.

Royal Brompton Hospital has a formidable international reputation for its treatment of lung and heart disease, built over more than 175 years.

It has ranked in the top ten 'World's Best Specialized Hospitals' ever since Newsweek created the list in 2021. It is home to Europe's largest centre for the treatment and management of cystic fibrosis, and also sees patients suffering from asthma and chronic lung conditions.

Based in Uxbridge, North West London, the hospital is one of the largest and most experienced centres in the world for heart and lung transplants. It has jointly pioneered work in the development of ‘artificial hearts’ (also known as left ventricular assist devices or LVADs).

At our dedicated heart attack centre, we deal with heart attack emergencies from outer north-west London, providing primary angioplasty in our specialist catheter laboratories. We believe our arrival-to-treatment time of 27 minutes is one of the fastest in Europe. Speed of treatment has been shown to be crucial to survival in these cases.