Job summary
- Main area
- Cellular Pathology Laboratory Tissue and Data Pathways Administrator
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 321-CSS-7863370-B4-PUB
- Employer
- Oxford University Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- John Radcliffe Hospital
- Town
- Oxford
- Salary
- £28,392 - £31,157 Per annum pro rata
- Salary period
- Yearly
- Closing
- 15/04/2026 23:59
Employer heading
Cellular Pathology Tissue and Data Pathways Administrator
Band 4
Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.
The Trust comprises of four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.
Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence.
Many of our recruitment programmes use Value Based Interviewing to identify those who have the skills we seek, who share our values and who are able to deliver compassionate excellence from the outset. We know that this makes a significant difference to your job satisfaction and above all the outcomes and experience of our patients and their families. For more information about our Values and Value Based Interviewing please visit www.ouh.nhs.uk/about/vision-and-values
Job overview
The Cellular Pathology department processes tissue samples taken from patients for diagnosis of cancer and other conditions. We process over 60,000 cases per year from the Oxford University Hospitals NHS Foundation Trust, the South 4 Pathology Partnership and other external hospitals providing specialist pathology services across all specialities.
We are seeking an enthusiastic, organised person with good communication skills to join our tissue and data pathway administration team in our Cellular Pathology department at the John Radcliffe Hospital. The work involves processing tissue blocks and slides which come to the department for additional testing or reporting, liaison with pathologists, referral centres, couriers, clinical teams and other services.
Please read the person specification attached to the job description for full requirements and tailor your personal statement to demonstrate how you meet them.
This role is not suitable for sponsorship.
Main duties of the job
The main areas of work are:
- Receipt and tracking of both urgent cases for primary reporting, and referral cases from other hospitals
- Booking in cases onto the laboratory management system and requesting tests for technical work and/or distributing to pathologist
- The Cellular Pathology aspect of MDT meetings
- Liaison with pathologists, clinical teams and laboratory team
- Liaison with couriers - booking samples being sent both within the UK and abroad
- Liaison with solicitors requesting clinical material, packaging and tracking the release of the tissue
- Arranging for collection of patient material when patients are taking material for treatment abroad
- Managing generic Cellular Pathology email accounts which contain requests for molecular and other technical tests etc.
- Entering reports into the laboratory management system that are received from outsourcing companies .
- Sending samples out for tests that are not performed in Oxford, uploading the returned report to the laboratory management system
The work must be handled quickly because it is either required for primary histology reporting for initial diagnosis, urgent tests which we perform for other laboratories, and review of reports for MDT for planning of patient treatment etc.
Working for our organisation
Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.
Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community.
We call this Delivering Compassionate Excellence, and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence.
These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel.
In 2023 NHS England launched its first sexual safety charter, and our Trust proudly signed it. We pledge zero tolerance for inappropriate sexual behaviour and commit to the ten core principles
Oxford University Hospitals promotes a safe, respectful hiring environment.
If you want to make a difference with us, come and join our team. Together, we will uphold the highest standards of care and professionalism.
Detailed job description and main responsibilities
Responsibilities
- Be fully conversant with the FileMaker Pro Cellular Pathology Information System in disciplines/s related to area of work, in order to enter and retrieve data.
- Be fully conversant with relevant departmental policies and Standard Operating Procedures (SOPs), ensuring that personal performance complies with the United Kingdom Accreditation Standards (UKAS)
- Utilise the Trust’s Patient Administration System (PAS) to obtain information and for data entry into FileMaker Pro.
- Receive, prioritise, and act upon enquiries, by phone and in person, relating to the consultants’ work.
- Liaise with clinical teams and MDT co-ordinators to prepare for case conferences
- Retrieve and re-file pathology slides from the laboratory filing system for collation with reports and case notes required for regular case conferences, maintaining an accurate audit trail, and ensuring timely return of case notes to Medical Records.
- Receive, distribute referral work (tissue blocks and slides) to consultants and laboratory maintaining an accurate audit trail.
- Package and return referral work to originating laboratory
- If required arrange meetings, book meeting rooms, and / minute meetings.
- Use Microsoft Word, Excel and other software to prepare, as required, departmental documents and reports.
- Maintain an efficient filing system, both manual and electronic systems – clinical records and service management records.
- Accurately copy / copy type / audio type diagnostic surgical reports from outsource companies
- Distribute work to the clinical team as requested.
- Always maintain patient confidentiality.
- Assist with histology office reporting as required.
- Maintain local stationary stock supplies, requesting new stock as required.
Management and organisational role
- Liaise with the CSU Manager, other CSU managers and secretarial staff, and other Trust staff as required.
- Liaise with external bodies as required.
- Contribute to the training of new members of staff within the clerical area as required.
- Report adverse incidents to the CSU manager.
- Comply with health and safety regulations, the Data Protection Act, and Standard Operating Procedures.
Other responsibilities
- Demonstrate excellent personal communication and team working skills.
- Maintain good work relations with all members of staff and to promote effective team working.
- Attend mandatory training courses required by the Trust.
- Attend annual appraisal and assist in own personal and professional development.
- Comply with the requirement to practice within data protection and confidentiality guidelines
- Work to ensure that departmental performance targets are met by continually assessing priority of work.
- Attend departmental and Trust-wide staff meetings as appropriate.
- Treat everyone associated with the Oxford University Hospitals NHS Foundation Trust with courtesy and respect.
Please see full job description for further details.
Person specification
Education and Qualifications
Essential criteria
- GCSE (or equivalent) at grade A – C in English
- Evidence of computer training
Desirable criteria
- RSA 3
- ECDL
- GCSE grades A-C in Maths
- GCSE grades A-C in Science
Experience
Essential criteria
- Secretarial or Administration experience in a medical setting, preferably in an NHS laboratory
Desirable criteria
- Previous work with databases, preferably laboratory databases
Skills and Knowledge/abilities
Essential criteria
- Evidence of Good keyboard and spelling skills
- Microsoft Word
- Good organisational skills
- Typing skills
- Self-motivated
Desirable criteria
- Knowledge of medical terminology
- Microsoft Excel
Employer certification / accreditation badges
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Sharon Roberts-Gant
- Job title
- Cellular Pathology Manager
- Email address
- [email protected]
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