Address Fixed term contract for infection Sciences Referral Services Laboratory Administration Assistant
Are you a Band 3 MLA who is looking for invaluable experience working in a busy hospital laboratory working on both diagnostic provision and service development, with an emphasis on continued quality improvement, training and health and safety?
Do you want to be recognised and valued for the work that you do?
Be part of a team working towards transitioning to a hub and spoke model with validations and verifications and the experience of transitioning to a new lab and merger.
The Infection Sciences department is seeking an enthusiastic Laboratory Administration Assistant to join our team to provide a seven day service working a 37.5 hour week for the referral section.
As a Laboratory Administration Assistant, the post holder will be responsible for the referral unit, with duties ranging from checking patient details and obtaining the correct information to retrieving sample and packing to completion with checking and handing returned results. The inputting of referral data and results returned from external clients is also a key part of the role. The post holder is required to effectively communicate with internal and external clients
The successful applicant will join a dynamic team based at St Thomas Hospital, which is an integral part of infections sciences and works closely with the trusts High Consequence Infectious Disease (HCID) unit.
The Referral section provides analytical support services to the Infection Sciences laboratories at Guy’s & St Thomas’ Hospital and also various other internal and external customers. The services provided by Infection sciences referral unit include receiving and sorting patient specimens, logging patient data onto the laboratory computer system, tracking specimens between hospital sites, downloading, printing and sorting laboratory reports, referring samples to external hospitals, as well as data entry of samples referred to other Synnovis sites and clinical trials that are set up by the business development team.
The laboratories are well equipped, fully computerised and accredited by UKAS to ISO15189 standards.
The post holder would be expected to work 37.5 hours/week and be prepared to work as part of an extended working day rota that includes week day Core (9.00am to 5.30pm), Early (8.00am to 16.30pm), and Late (11.30am to 20.00pm) shifts. Post holders may also be assigned out-of-hours shifts (night shifts, weekends and bank holidays). Total hours scheduled will be 37.5 hours per week, on average across a full rotation. Overtime payments are made in the event of being required to work additional hours to cover absence.
No formal qualifications are required although a good standard of education (to GCSE level or equivalent) is necessary and as the department is computerised, keyboard skills would be a great advantage. Applicants should be organized; with good communication and team working skills with the ability to work effectively. Full in-service training will be provided. Experience in customer service and sample handling would be advantageous
The post holder will ensure standards as required by the ISO15189 are maintained.
Infection Sciences provides a comprehensive range of out of hours (OOH) 24/7 Microbiology and extended working day (EWD) virology services and is sited at St Thomas’ hospital. A team of Consultant and SpR’s provide clinical liaison cover. The laboratory is well equipped, fully computerised and has obtained UKAS ISO15189 accreditation.
The department currently uses Pathnet and Winpath LIMS system, with a new integrated LIMS being built for 2023 and Q-Pulse as the QMS software. The Department also has a range of automation including Qiagen Qiasymphony, Ausdiagnostis, Hologic Panthers and ABI and Rotorgenes for Molecular testing. Abbott Architects and Diasorin Liaisons make up the serology laboratory with an extensive portfolio of manual tests. Microbiology automation includes Sedimax, MaldiToff, BDFX, DS2, BDMAX with an array of manual culture techniques for an extensive range of organisms.
Your development and learning
You will have a suite of learning opportunities available through The Synnovis Way Development programme, the Scientific Learning and Development Fund and the Synnovis Academy through which you can receive funding / support for advanced qualifications.
Through our Innovation Accelerator Fund, you can apply for finance to get that new innovative scientific project off the ground, and participate with the wider scientific community through symposiums, conferences and other peer group meetings.
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.
Infection Sciences staff are expected to regularly and effectively communicate to colleagues within the department and various other Synnovis colleagues across Services and Analytics.
Key relationships are expected with;
External customers (GP, referred hospitals)
Trust staff and clinicians
Senior Management
ED MLA teams
Courier Services
Central Specimen Reception
Customer Support
Duties and Responsibilities
Organisational
Understand the management structure of the department and own role within the department.
Be aware of all organisation and departmental policies including sickness absence reporting, requesting annual leave and health and safety.
Comply with local and national policies for the safe, secure and confidential processing, and storage of patient and other laboratory information.
Participate in annual personal performance review (PPR).
Communication
Communicate any event that may cause a service delivery failure or other issues/problems that may affect the department to the Senior Biomedical Scientists.
Answer telephone within the departments and deal with all calls politely and professionally, escalating to management as and when necessary.
Prioritise and plan own workload within a given time period and communicate own work priorities within the team while demonstrating flexibility.
Maintain and promote the professional image of Synnovis.
Treat everyone associated with Synnovis with courtesy and respect.
Fully participate in intradepartmental communications in various forms. Ensure that all emails are checked and responded to as appropriate.
Monitor referral Turnaround Time’s (TAT) and communicate with internal and external laboratories to follow up outstanding results.
Communicate verbally and electronically with all forms of staff and clients on a day-to-day basis, dealing with queries or complaints as appropriate.
Communicate with Clinical Trial leads regarding any issues related to their trial.
Communicate with the ED MLA teams regarding workflow process and workloads, thereby maintaining the service and working together to rectify any issues.
Technical
Use the Laboratory Information Management Systems (LIMS) according to the authorised procedures. Maintain the integrity and accuracy of all laboratory databases used within both Virology and Microbiology services.
Receive and sort samples, prioritising in order of urgency and according to location and tests (i.e. A&E, in-patients, GP’s and external). This may involve prolonged periods of standing.
Collection of samples, and lists from across the department
Accurately enter patient demographics and test codes into the department’s Laboratory Information System (LIMS).
Fill in the referral form and scan in order to have a record onto the local drive.
Load and unload pre-analytical equipment including centrifuges, as and when required.
Aliquot specimens into secondary tubes ensuring that all tubes are labelled and stored correctly, as and when required.
Perform all duties related to pre-analytical requirements for the analysis of blood samples specimens in Virology and Microbiology laboratories.
Give laboratory results by telephone, in the absence of Customer Support, when authorised and trained to do so.
Use departmental resources efficiently and advise the Associate Assistants and Senior Biomedical Scientists when stocks of consumables are approaching minimum stock levels. Utilise electronic stock inventory system when applicable.
Ensure fridge/freezer temperatures are monitored and kept within range.
House keeping of all the storage areas, including the fridges and freezers.
Cooperate with trainers when learning new tasks. Undergo and pass competency assessment.
Assist in the delivery of training of new team members in referral processes including clinical trials, sample tracking and sample storage.
Maintain good working relations with all members of staff, and promote effective teamwork, recognising others skills and priorities.
Advise service users on sample requirements for preservation and transportation to the laboratory.
Prepare pack and dispatch samples for transfer between other hospitals, in line with Transportation procedures and national guidelines.
Download, collect, print and sort laboratory reports ready for distribution for reporting by Biomedical Scientists and medical staff as required.
Upload any reports that can be reported by the Administration staff.
Accurately enter patient results and report data for verification by the laboratory staff.
Maintain the Referral database in order to keep track of samples in order to maintain laboratory TAT.
To contact reference laboratories to request outstanding results
Assess whether specimen requests meet Synnovis Sample Acceptance requirements and provide requesting authorisation to Infection Sciences colleagues.
Carry-out thorough investigation into requests with defects or missing information to ensure all requests are processed within good time.
Undertake troubleshooting on all equipment.
Chase up outstanding results from referral Laboratories.
Quality
Ensure the Referral section works in accordance with the requirements of international standards ISO15189:2012 relating to specimen receipt, pre and post analytical processing, specimen transportation and any other relevant clauses.
Understand the necessity for the accurate communication and data entry of complex information. Ensure quality of work by performing required checks.
Observe Quality Control procedures relevant to the area of work. Read and acknowledge all documents relevant to training.
Participate in audits to identify improvements in infection Sciences procedures.
Develop a good understanding of the scientific basis of laboratory work.
Adhere to the Health & Safety Policies and Code of Practice. Maintain and lead on Health & Safety Standards in the department.
Maintain laboratory equipment in a safe, clean, working condition.
Maintain the laboratory and workbenches and adhere to the cleaning of the department undertaking daily cleaning duties to ensure the referral section is kept clean and tidy.
Understand hazards and risks of working in a laboratory and use adequate precautions at all times. Participate in, read and understand departmental risk assessments.
Safely handle, use or dispose of blood, urine, other body tissue, specimens, hazardous and/or radioactive chemicals.
Report any incident which involves injury, potential injury or harm to staff or patients. Inform the H&S manager and Senior Biomedical Scientists. Make use of the Trust incident reporting system (DATIX). Participate in the incident investigation.
Maintain awareness of the local fire rules in the case of fire or suspected fire and report potential problems to the local Fire Marshal/Warden. Read and understand all departmental documents relating to Fire Management.
Participate in Trust and Synnovis mandatory training including Health & Safety, Manual Handling and Good Clinical Practice (GCP). Adhere to annual training online.
Performance Criteria
The post holder will undertake a 6 month probationary period that must be satisfactorily completed. The performance of the post holder will be continually managed and assessed for competence. Performance and development will be formally reviewed annually at Performance Review. Key elements of this process will be to establish evidence of continuing development and competence to practice as a Laboratory Administration Assistant , and contribution to the operational objectives of the laboratory and Synnovis
The post holder may be required to carry out other duties in line with the grading of the post. The job description may be subject to change and, if so, this will take place in consultation with the post holder.
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. Synnovis Analytics is responsible for the provision of Pathology testing services to patients and customers.
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.
GSTT
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!
