Specimen Reception Team Leader

Job overview

The post holder is responsible for ensuring the organisation and delivery of a coordinated and responsive Central Specimen Reception service in a manner consistent with Trust and local policies, procedures and protocols. Duties will include supporting the administration and management of the CSR service, supervising CSR teams, ensuring that staff perform their duties in accordance established policies and procedures, stock management / delivery, coordinate training staff in CSR and first line management of staff including appraisals and other HR processes.

Main duties of the job

Duties include supporting the administration and management of the CSR service, supervising CSR team ensuring that staff carry out their duties in accordance with established policies and procedures, training staff in CSR and line managing staff including sickness absence, appraisals and other HR processes.

To motivate 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.

To compile staff rotas. To ensure that the teams run smoothly and resolve locally any issues that may arise with staff, escalating if necessary to the Admin Site Lead.

Strive to achieve a high level of morale and staff motivation by personal leadership and communication.

To undertake audits as required.

Attend and represent the department at meetings.

To provide and promote a high level of customer service to patients, visitors and Trust colleagues via face to face contact, telephone and email.

Work with delivery drivers to ensure stock is handled and delivered appropriately to nominated locations and in a safe manner.

Liaise with external couriers as required.

To comply with the departmental Quality Management System appropriate to role including staff training, incident investigation, Corrective and Preventative Actions [CAPA] reporting and fulfilment of the quality processes required for ISO 15189 standards of compliance.

Detailed job description and main responsibilities

Job Description

Job Title: CSR Team Leader Band: Band 4

Hours: As agreed

Base: Luton & Dunstable Hospital/Bedford Hospital and any other associated Trust establishments across the Bedfordshire Hospitals NHS Foundation Trust including outreach clinics and establishments used in the course of Trust business (if necessary for the role).

Reporting to: Administration Site Lead Terms and Conditions of Service: Currently those of Agenda For Change and other local agreements

• JOB SUMMARY 1. The post holder is responsible for ensuring the organisation and delivery of a coordinated and responsive Central Specimen Reception service in a manner consistent with Trust and local policies, procedures and protocols. Duties will include supporting the administration and management of the CSR service, supervising CSR teams, ensuring that staff perform their duties in accordance established policies and procedures, stock management / delivery, coordinate training staff in CSR and first line management of staff including appraisals and other HR processes. 2. Under the direction of the Admin site lead, the post holder will be responsible for day to day operations in Specimen Reception ensuring that sample workflows are prioritised and maintained, as directed by clinical location and priority. 3. The post holder will ensure that the service remains effective and efficient for the Hospital staff, General Practitioners and patients, whilst complying with practices and procedures as stipulated in the departmental Standard Operating Procedures [SOP]. 4. The post holder will liaise with the Laboratory Managers, Biomedical Scientists and other Laboratory staff including the Training Officer, the Quality Officer, the Point of Care Testing [PoCT] team, Clinical Scientists, Consultants and Nursing staff. 5. The post holder will supervise staff in Specimen Reception in the prioritisation of their tasks and rotation through the department. This includes sample processing insofar as administration i.e. data entry into the Laboratory Information Management System [LIMS] including some processing and transfer of samples through to the various disciplines within the department.
• OBJECTIVES, PURPOSE & RESPONSIBILITIES OF THE POST Duties will include supporting the administration and management of the CSR service, supervising CSR teams ensuring that staff carry out their duties in accordance established policies and procedures, training staff in CSR and line managing staff including sickness absence, appraisals and other HR processes. To review staff performance through regular appraisals, identifying training and development needs and identifying deficiencies in staff performance / conduct - working with individuals to set clear standards and objectives. Planning and coordination of an induction programme for staff with a focus on ensuring that new staff understand the roles of others within the department and the overall working of the team. Ensure that staff are sufficiently trained to effectively deliver their respective duties and to ensure staff rotation, flexibility and development. To motivate 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. To compile staff rotas. To ensure that the teams run smoothly and resolve locally any issues that may arise with staff, escalating if necessary to the Admin Site Lead. To ensure that the staff perform their duties in line with their Job Descriptions and the agreed Trust standards and local standard operating procedure. Strive to achieve a high level of morale and staff motivation by personal leadership and communication. Keeping and maintaining appropriate records. To undertake audits as required. Attend and represent the department at meetings. Responsible for the organisation and delivery of consumables and distribution service for the GPs. Contribute to staff recruitment including shortlisting and interviewing as required. Responsible for ensuring an excellent service is delivered to all Users. To provide and promote a high level of customer service to patients, visitors and Trust colleagues via face to face contact, telephone and email. Work with delivery drivers to ensure stock is handled and delivered appropriately to nominated locations and in a safe manner. Liaise with external couriers as required. To comply with the policies and standard operating procedures [SOP] relevant to the role. To comply with the departmental Quality Management System appropriate to role including staff training, incident investigation, Corrective and Preventative Actions [CAPA] reporting and fulfilment of the quality processes required for ISO 15189 standards of compliance. To maintain and monitor the application of agreed work practices and methods, observing health and safety procedures at all times. To comply with the Training Policy which includes a Learning Agreement for Pathology, and participate in evidence based training and maintain a level of knowledge relevant to the role. To provide training and/or competency assessment of staff in Specimen Reception processes, in accordance with the SOPs and Training & Competency Assessment documentation. To utilise the Quality Management System (Q-Pulse) for document and SOP management relevant to the role. To regularly report to the Admin Site Lead and/or Training Officer and/or Laboratory Managers on training and/or operational issues encountered in the performance of your duties. To assist in the procurement of Risk Assessments, report incidents, accidents and adverse events either to the appropriate manager and the Trust Incident Management system. To conduct vertical, horizontal and examination audits relevant to the role. To participate in flexible working patterns relevant to the role. To comply with the Information Governance Policies of the Trust. Where appropriate liaise with any contact to Pathology to facilitate their enquiry. To participate in the departmental annual appraisal process. To undertake any other appropriate duties identified whilst employed in this role.