JOB DESCRIPTION. Job Title Paediatric Pathology Secretary. Position Number Academic / Service Unit School of Medical Education

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1 Job Title Paediatric Pathology Secretary Academic / Service Unit School of Medical Education Position Number Effective Date Faculty / Central Services Faculty of Medical Sciences Grade D Vacancy Ref A41025C Main Purpose To provide clerical support for paediatric pathology matters including co-ordinating the service with clinicians, Coroner's, pathologists and police; typing of and distribution of PM reports; co-ordinating matters to do with tissue retention and disposal and assisting with clerical work relating to adult PMs and other Forensic Medicine Unit work. Main Duties and Responsibilities 1) To type autopsy reports and correspondence relating to paediatric pathology autopsies but also to adult consent autopsies, routine Coroner's autopsies and Police work including adult homicides. This will include regular use of equipment including personal computer and prints, photocopies, fax machine, calculator, telephone and scanner. 2) To deal with telephone and other enquiries relating to the paediatric pathology service. 3) To book in paediatric and other autopsy cases, ensuring the paperwork is complete and to initiate relevant enquiries if it is not. 4) To organise and to prepare relevant materials for audit meetings, including Developmental Pathology and Paediatric Surgical Pathology meetings. 5) To prepare and check the monthly Fetal Register of remains ready for cremation, in co-operation with mortuary staff, and co-ordinate other requests relating to tissue retention and disposal. 6) To maintain the paediatric pathologist's diary and bookings, arrange travel and accommodation. 7) To maintain a filing system for paediatric autopsy cases and associated correspondence and radiographs. 8) To co-ordinate the provision of under-graduate and post-graduate teaching in perinatal autopsy pathology, and to prepare handouts. 9) To assist in other aspects of work of the Forensic Medicine Unit office as appropriate. 10) To assist with SAP in the purchasing process, producing purchase orders, goods receipt, invoices and sales orders within the school, and/or providing secretarial/clerical cover as determined by the Head of School.

2 Dimensions Personal Secretary Maintain paediatric pathologist's diary, open and assess post and take appropriate action, maintain filing system of personal correspondence. Arrange appropriate travel and accommodation arrangements for meetings etc, maintain a large complex filing system with respect to post-mortem report and organ and tissue retention matters. Finance Prepare and produce invoices for consultancy work, prepare and produce invoices for work carried out for Coroners on a monthly basis and ensure that these processes are carried out within the relevant settlement period. Databases Involves the use of an Excel database and will include photographs and other digital images. Co-ordinate the scanning in and categorisation of these images. Unit Office Routine tasks will involve the regular use of office equipment including personal computer and printer, photocopier, fax machine, telephone and scanner. Teaching Provision Assist the Unit Administrator in the co-ordination of both under- and post-graduate teaching. Planning and Organising Plan, organise and schedule own workload on a daily basis, after discussion with the Unit Administrator. Decision Making 1) To decide if the Fetal Register is complete and accurate ready for cremation to be arranged (monthly). 2) To decide if the paperwork requesting an autopsy is adequate and complete (daily). 3) Decisions about realise of post mortem reports/information to police/relatives/clinicians (daily). 4) To initiate organisation of audit meetings. Internal and External Relationships Contacts within the section or School: Unit Administrator supervisor Consultant Paediatric Pathologists Consultant Forensic Pathologists Clerical colleagues

3 Contacts beyond the school: 1) Coroner's Officers throughout the North East for arrangement of post mortem examinations and provision of reports. 2) Police Officers throughout the North East for arrangement of post mortem examinations and provision of reports. 3) Bereavement Officers for liaison over post mortems and organ retention matters. 4) Mortuary staff for liaison in relation to the daily provision of autopsy services, organ retention matters and the monthly fetal cremation list. 5) Medical and nursing staff throughout the North East in relation to autopsies. The appointee will be expected to help to supervise members of the General Office staff in Cellular Pathology who type post-mortem reports on a daily basis. This will include training in procedures adopted by the Forensic Medicine Unit, help with the specialized vocabulary used and continual informal monitoring of the rotating secretary's work. During holiday and other absences on part of the Unit Administrator the appointee will be in charge of the clerical staff in the Forensic Medicine Unit with short term responsibility for maintaining the quality of service, handling of petty cash, preparing of invoices, reconciling purchase invoices with receipt of goods and ensuring the effective use of Unit equipment. Other Relevant Information The person appointed to the post of Paediatric Autopsy Secretary must have an unusual combination of skills and personal qualities reflecting the medically and legally sensitive nature of the work involved in providing a Paediatric Autopsy service. There has been enormous press interest recently in Paediatric autopsy work particularly in relation to the Alder Hey Enquiry, the Bristol Heart Enquiry and the work of the Human Tissue Authority. Much of the work is of a complex and specialised nature involving its own vocabulary. Much of the work involves interaction with the other agencies both medical and legal to coordinate provision of the service and distribution of reports.

4 Organisation Chart Head of School Assistant Registrars MBBS Director of Anatomy and Clinical Skills School Administrator roleplaynorth Co-ordinator Clerical Officer MBBS Administrators Technical Manager Bequeathal Secretary Unit Administrator Forensic Medicine Unit Office Co-ordinators Technician Pathology Secretaries Senior MBBS Support Officers Technician Clinical Placements and Finance Co-ordinator School Finance Assistant Head of School Personal Assistant Clinical Education Programme Co-ordinator roleplaynorth Scretary School Secretary Clinical Education Programme Secretary MBBS Support Officers MBBS Support Assistants

5 Person Specification Knowledge (inc. qualifications) Essential Either academic or vocational qualifications (such as NVQ2, GCSE Grade A-C/O Levels, City & Guilds, RSA II, ECDL) plus relevant experience in a relevant role or substantial experience of working in a secretarial role An up to date and comprehensive knowledge of Microsoft Office packages Sound understanding of University/Trust systems and procedures Knowledge of medical terminology Knowledge of other external bodies with which the Unit has close working relationships Working knowledge of H.M Coroner s system Understanding of consent issues for autopsies and organ retention Skills (professional, technical, managerial, practical) Essential Personal secretary skills Organisational skills Excellent IT skills comprehensive knowledge of Microsoft Office packages Proven interpersonal skills including dealing with difficult people/bereaved relatives Ability to prioritise workload Ability to use initiate, pay attention to detail and take a flexible attitude to work demands and customers Experience and Achievements (paid or unpaid) Essential Previous clerical/secretarial experience with medico-legal and autopsy work Behaviours (Success Factors) Name Typical Behavioural Indicators Team Working Works collaboratively with others, plays a positive role in teams and establishes and grows relationships across the organisation where different skills, expertise and opinions are valued Respects the expertise and contribution of others even if own opinion is different Shares relevant and useful information with others Keeps other team members up to date with progress Willing to help others and share workloads Asks others opinion Encourages others to get involved Talks about other team members in a positive way Respects the value that different views bring to the team

6 Planning and Organising Manages time and resources by prioritising and organising effectively Communicating Uses clear, concise and accurate communication, tailoring the approach accordingly and encouraging a two way communication process Delivering Services Works continually towards achieving excellent service delivery through understanding and meeting/exceeding the expectations of the area, the University, students, colleagues and other stakeholders Works in a planned and structured way Uses own and others time effectively Sets own priorities in conjunction with team and area objectives Plans workload and tasks in a systematic way Ensures that all activities are completed on time Uses systems and tools to ensure records and audit trails are clear and up to date Keeps work systems up to date, neat and tidy Ensures that others know how process and systems work Is factually correct and gives consistent verbal and non-verbal messages Clear and concise; gets the message across to others Chooses communication tools appropriately e.g. selective use of s and other channels of communication Tailors content of communication to the audience, changing style, tone and format appropriately Uses face to face communication regularly; team meetings, one to ones, informal discussions/chats, briefing sessions etc. Can hold attention of others using appropriate techniques; questioning, rhetorical questions, changing tone and pace of voice and animated style Sees other departments and colleagues as customers and follows through on their enquiries and requests Keeps fellow team members up to date with progress Co-operates with others in achieving targets Takes responsibility for achieving own targets Has a positive attitude for doing things better Looks for ways to make immediate improvements (quick wins) Pays attention to detail Strives to deliver high quality results Is enthusiastic in getting the job done on time For full details about this vacancy and essential information on how to apply, visit our Job Vacancies web page at