The place to work in pathology We are looking for top talent to join the UK’s leading and fastest growing pathology company – a scientific organisation with a clinical purpose. Working in partnership with our service partners, Guy’s and St. Thomas’ Hospitals, King’s College Hospital and Princess Royal University Hospital we aim to set the standard for the future of pathology. Job overview We are offering a fantastic opportunity for a dynamic and motivated Deputy Cancer Genetics Specimen Reception and admin Manager to join our dedicated Genetics team in Synnovis Analytics which is responsible for the provision of Pathology testing services to Synnovis’ patients and customers. This position is a great opportunity for someone who wants to work for Europe’s leading provider of laboratory diagnostic services. Synnovis is a scientific organisation with a clinical purpose and is part of SYNLAB Group. We work in partnership with Guy’s and St. Thomas’ Hospitals, King’s College Hospital, Princess Royal University Hospital and local CCG networks, aiming to set the standard for the future of pathology. Deputy Cancer Genetics Specimen Reception and administrative Manager will be responsible for ensuring the smooth operation of the Cancer Genetics admin/specimen reception section on the 4th floor of Southwark Wing and 5th floor Tower wing, Guy’s Hospital. He/She will work closely and form strong professional relationships with the Specimen Reception (SR)/Office managers/Cancer Genetics operational lead and clinical scientists, to support and oversee the day to day running of the section, providing a seamless and robust service for our patients and stakeholders. The post holder will act as a support on both sites for all managers in the daily operation of the office and specimen reception to ensure appropriate, efficient and effective delivery of the service as a whole. He/She will be part of the Training and Development team putting measures in place to ensure that all staff are appropriately trained to deliver a high-quality service for the Genetics laboratories. He/She may have the opportunity to develop line manager skills in line with Synnovis HR policies. The Post Holder will be required to work both autonomously and as part of a team. He/She will have highly developed leadership skills, organisational abilities and excellent communication. He/She will demonstrate effective trouble shooting and present a culture of continuous improvement to streamline services. The post holder is required to exhibit great attention to detail and have excellent IT skills that enables them to produce rota’s, submit data and maintain updated training spreadsheets and training logs. 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. Main duties of the job Deputy Cancer Genetics Specimen Reception and administrative Manager will be responsible for ensuring the smooth operation of the Cancer Genetics admin/specimen reception section on the 4th floor of Southwark Wing and 5th floor Tower wing, Guy’s Hospital. They will work closely and form strong professional relationships with the Specimen Reception (SR)/Office managers/Cancer Genetics operational lead and clinical scientists, to support and oversee the day to day running of the section, providing a seamless and robust service for our patients and stakeholders. The post holder will act as a support on both sites for all managers in the daily operation of the office and specimen reception to ensure appropriate, efficient and effective delivery of the service as a whole. They will be part of the Training and Development team putting measures in place to ensure that all staff are appropriately trained to deliver a high-quality service for the Genetics laboratories. They may have the opportunity to develop line manager skills in line with Synnovis HR policies. The Post Holder will be required to work both autonomously and as part of a team. They will have highly developed leadership skills, organisational abilities and excellent communication. They will demonstrate effective trouble shooting and present a culture of continuous improvement to streamline services. The post holder is required to exhibit great attention to detail and have excellent IT skills that enables them to produce rota’s, submit data and maintain updated training spreadsheets and training logs. Working for our organisation 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. 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. Main Duties and Responsibilities Management To be responsible for the Cancer Genetics rota’s, aligning them with 5th floor admin/spec rec rotas. To ensure they are prepared in advance with appropriate cover for all tasks, to include training as well as managing and planning for all authorised/unauthorised absentees, liaising with the SR/Office managers to resolve any difficulties. To hold daily review meetings (DRM) for all SR/Admin staff in Cancer Genetics and to facilitate regular meetings with the SR/Office Managers/Cancer Genetics operational lead and clinical scientists as and when required. To be responsible for day-to-day allocation of workload in Cancer Genetics. To be responsible for day-to-day service provision in Cancer Genetics admin and specimen reception section, providing advice and guidance when necessary. To act as an intermediate between admin and clinical leads within Cancer genetics to suggest and implement any service improvements for both office and Specimen Reception. To include database improvements and streamlining workflows to help with turnaround times (TAT) and ensuring there are no delays. To oversee that all Cancer Genetics queries and requests are investigated, responded to promptly with appropriate actions and successful outcomes within an agreed time frame. To ensure that all errors are appropriately logged on Q-pulse and to assist with investigations and actions as required. To assist with and drive through the development and implementation of policy and procedure. Strict adherence to the Laboratory’s Standard Operating Procedures and create and maintain up to date versions of Operating Procedures for the duties assigned. To liaise with procurement to ensure that there are no equipment shortages in both the laboratory and offices. To organise own work tasks/activities, prioritising urgent and emergency workload. To be responsible for escalating any changes in service and proactively providing solutions or recommendations to the Service Delivery Manager Deputise for SR/Office Managers as required. To line manage staff members under the supervision of the Specimen Reception Manager. To and support staff so that they understand the objectives of the service within which they work, and they are able to maximise their contribution to the highest standard of patient care. Collecting and collating workload statistics safely and in a way that allows for retrieval within appropriate timescales. Escalating any instance or event which may cause a service delivery failure if unable to resolve. To ensure that health and safety standards are maintained at all times. To ensure that all Health and Safety documentation for the Cancer Genetics section is up to date and all staff abiding by the guidelines. To ensure all work carried out meets the legislative guidelines. Participate and contribute to the Quality Management System (QMS) in line with the SDM and Quality Officer’s objectives and guidance Training and Recruitment To work with the Training and Development office coordinator to manage training of all SR/Office tasks to ensure staff are receiving sufficient training in line with the departments training framework so that they can effectively deliver their respective duties and to ensure staff rotation, flexibility and development. To provide reassessing of all office/specimen reception administrative staff on office and specimen reception duties (on both sites) when required to ensure competency is achieved. To create training log templates and ensure that all competency training logs are updated in line with ISO15189. To work with the Office Training and Development team to ensure that the competency matrix and mandatory training spreadsheets are kept up to date and that a training timeline is being adhered to. To include any other training tasks. To assist with the recruitment, selection and induction of newly appointed staff. Administrative Tasks Oversee and assist with all Cancer Genetics administrative and specimen reception tasks as required. Assist with all office/specimen reception tasks as part of the wider Genetics admin/specimen reception team as required. To perform accurate data entry of sensitive patient information onto the laboratory computer system including for NGIS, requiring frequent, long periods of concentration Laboratory Tasks To receive and process patient samples in Genetic specimen reception on the 4th floor of Southwark Wing and 5th floor Tower wing, Guy’s Hospital. Financial Management Support the SR/Office managers with Logging of staff overtime. Customer Service Liaise with all services external to Genetics such as portering, couriers and build on professional relationships. Responsible for ensuring an excellent service is delivered to its customers. To check and ensure all equipment and environments are kept clean and in a safe working condition according to Trust policies, procedures and legislative guidelines. To provide and promote a high level of customer service to patients, visitors and Trust colleagues via face-to-face contact, telephone and email. To deal with any patient, visitor or Trust colleague complaints or queries working with the SDM, SR/Office managers and HR. To act at all times, in a way that will enhance team working within the department. Scientific/Technical Undertake training and development to successfully acquire core competencies necessary for performance as a Cancer Genetics Deputy and thereafter maintain the required standards of competence for effective service delivery. Implement changes and report to line manager, instances where there are foreseeable risks and/or opportunities Efficient management of patients' clinical material and maintenance of a safe ethical system of storage to comply with all national guidelines and regulations. Manage the referral process for samples referred out of the Genetics Department. 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! Person specification Qualifications Essential criteria Good all-round education to A-level standard. GCSE’s English/Maths/Science Desirable criteria ECDL or equivalent. Higher level of education in administration i.e. NVQ or equivalent. Biology at A- levels Experience Essential criteria Previous experience in handling patient samples in a clinical laboratory setting. Experience of working in a team with an enthusiastic and positive attitude. Desirable criteria Administrative/Office experience. Experience of working in a patient focused environment. Experience of leading a team Skills & Knowledge Essential criteria High levels of organisational skills Good leadership skills Ability to prioritise Good communication and interpersonal skills. Good command of spoken and written English and good numeracy skills. Computer literate Use of Microsoft Word Advanced use of Microsoft Excel Confident and polite telephone manner. Ability to work systematically and under pressure in a busy environment. High level of attention to detail. Applications are welcomed from applicants with a disability. We can make reasonable adjustments and offer support and advice in a variety of ways throughout the application process. All applicants are welcome to apply regardless of age, disability, gender, marital status, race, nationality or ethnic origin, religion, or sexual orientation. Equality of opportunity is our policy. Our Bank workers enjoy competitive market rates and flexible contract assignments across all of our sites, dependent on your availability and location. For our Permanent workforce w e offer a competitive benefits package. All employees are entitled to: Contributory pension scheme Generous annual leave entitlement Ground breaking development opportunities Safeguarding children and vulnerable adults. All employees have a responsibility for safeguarding children and vulnerable adults in the course of their daily duties and for ensuring that they are aware of the specific duties relating to their role. Please apply for this post on-line. If you have problems with using the online process, or need any assistance, please email [email protected] Your e-mail address is important to us. We communicate to all job applicants via the e-mail address which has been provided on the application form. Please ensure that you check your e-mail on a regular basis. Due to the high volumes of applications we receive, we reserve the right to close any adverts before the published closing date once we have received a sufficient number of applications. If you decide to apply for this post but do not hear back from us within three weeks of the closing date, please assume that you have not been short-listed on this occasion. Thank you for your interest in Synnovis. Further details / informal visits contact Name Mireille Coumine Job title Specimen Reception Manager Email address [email protected] If you have problems applying, contact Address Synnovis Open Monday to Friday 9am to 5pm Telephone 01629 702340