GRADE IV JOB SUMMARY (GENERAL)

• Provide a variety of administrative functions efficiently and effectively to the Laboratory Directorate
• Assist in the planning, co-ordinating and directing of the daily administration operations of the Directorate.
• Aware of the Laboratory Directorate KPI’s, goals and objectives and working with the Directorate Support Supervisor, Directorate Support Manager and Business Manager to achieve same.
  Responsibilities:

GENERAL DUTIES:

Under general supervision and following established policies and procedures, provides secretarial and administrative support to the Directorate of Laboratory Medicine. Plans and organises work to comply with established deadlines and priorities.

KEY TASKS:

• Transcribe and type materials to include all correspondence on clinics, discharges, theatre notes and ward round notes where applicable. Proof-read and edit material for grammar, punctuation and spelling.
• Typing of Departmental correspondence as required.
• Typing all aspects of reports on Winpath / other internal hospital IT system and distribution of authorised report to requestor.
• MDM preparation as required.
• Email of reports as per Directorate policy.
• Faxing as per Directorate policy.
• Photocopying / Filing when necessary.
• Scanning as required.
• Answers, screens and routes telephone calls, deals with visitors and staff that present to the Department.
• Tracking all charts that are given into their care and ensuring speedy return of same.
• Attending and recording minutes of Departmental meetings as required.
• Preparation of slides and presentations as required.
• Request and obtain charts for clinic or day ward.
• Preparation of clinic / day ward: If necessary
• Preparing statistics when required.
• Assist team members with workload when deemed necessary.
• Assist with training new members of staff as appropriate.
• Any other appropriate duties as assigned by the Directorate Support Manager.

GENERAL TASKS:

• Assist in the overall day to day operations of the administration offices.
• Open and sort mail
• Maintain departmental files and records, collect and record information on hospital and departmental databases, compile and distribute reports, monitor and maintain office equipment and supply inventory.
• Participate in the quality management system in line with ISO 15189 accreditation requirements including SOP’s, auditing and non-conformities.
• Attend departmental meetings as requested.
• Establish good office procedures in terms of consumable management.
• Ensure patient confidentiality is maintained at all times and comply with GDPR requirements.
• Act with digression and integrity at all times in relation to sensitive data linked to the directorate or the hospital.
• Show initiative and promote continuous improvement across the directorate.
• Duties must be carried out in such a way that will ensure timely communication of information on patients to the relevant G.P’s and other agencies.
• It is expected that a Grade IV in the Directorate will provide cross cover when appropriate within the Directorate (e.g. sick leave, annual leave etc).
• Promote open communications and healthy working relationships.
• Good time keeping and attendance is essential.