Important Job Application Information
Thank you for your interest in NHS Tayside vacancies
Please see below Job Description/Person Specification and General Conditions of Service
Your Application Form must be completed in full. Please note copies of Curriculum Vitae,
Qualifications and Course Certificates will not be accepted at this stage.
Please return your completed Application Form to recruitment.tayside@nhs.net (quoting the
vacancy reference number in the subject box) or to the postal address given on the General
Conditions of Service.
All completed applications are held in Human Resources until the closing date. After the
closing date a panel will meet to prepare an interview shortlist. Once this decision has been
made, all shortlisted applicants will be emailed to invite them to attend for interview. It is
important that you check your emails regularly.
This process takes approximately 6 weeks. Therefore, if you have not been contacted
regarding interview within 6 weeks of the closing date, your application has been unsuccessful
and you will receive no further correspondence from Human Resources.
ADDITIONAL INFORMATION:Find out more about living and working in Tayside at:
www.dundeecity.gov.uk
www.angus.gov.uk
www.pkc.gov.uk
NHS TAYSIDE – AGENDA FOR CHANGE
JOB DESCRIPTION
1. JOB
IDENTIFICATION
Job Title
CLERICAL OFFICER/PA01
Department(s)/Location HISTOPATHOLOGY
CYTOPATHOLOGY
Number of job holders
6
&
2. JOB PURPOSE
The post holder will provide administrative and clerical support for the provision of a high
quality diagnostic Histopathology/Cytopathology service.
The post holder may have to demonstrate their duties to new members of staff
3. ORGANISATIONAL POSITION
Clinical Leader/Consultant Pathologists
Clinical Lab Manager/Head Biomedical Scientist
Consultants/Associate
Specialists/Registrars
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Laboratory Staff
Senior Administrative Assistants
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Specialist Registrars
Associate Specialists
Medical Secretaries
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Clerical Officers
4. SCOPE AND RANGE
The pathology department provides a high quality diagnostic service covering the preparation
and diagnosis of biopsies, post mortem, smears and fluids from patients from across Tayside.
Samples originate both within the acute sector and primary care.
For cellular pathology this involves the typed production of 26000 patient reports annually and
manual filing of 143000 slides and 76000 blocks.
Staff working in cytopathology will enter patient specimen details both on receipt and entry of
coded reports from 31,000 cervical smears following national guidelines. They will also type
diagnostic cytopathology and arrange appointments for infertility clinics.
General office duties including audio typing, telephone answering, administration and quality
control of work.
5. MAIN DUTIES/RESPONSIBILITIES
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Daily typing of histology/cytology reports/data input using audio typing or from
handwritten notes which can extend to 8 pages of medical terminology. This involves high
quality advanced typing skills and a knowledge of medical terminology. The reports are
complex and routinely (daily) involve typing distressing circumstances including
adult/baby/fetal post mortems and reports of patient malignancy.
Printing of histology/cytology reports/results.
Sorting mailing of cytology/histology reports/results and dealing with undelivered
correspondence.
To ensure all reports and slides are retrieved from archival stores and relevant paperwork
completed for Multidisciplinary Team Meetings daily. Also data gathered from these
meetings are entered onto Access database.
To ensure consent forms for the retention of tissue are given to the Tissue Bank and also
entered onto Excel database.
Dealing with telephone enquiries from a wide range of clinical staff from NHS Tayside and
other NHS organisations, private sector and public/patients.
Filing of hard copy reports and daily collection and collation of histological slides.
Photocopying.
Sorting and distribution of incoming mail.
Replenishing stationery stock.
Participate in office meetings and take minutes on a rota basis.
Looking up patients’ histories.
Amendments to histology/cytology reports. This requires accurate interpretation of
complex medical reports which can extend to 8 pages of medical terminology.
Accurate typing of abnormal smear results and correct data entry on OCCURS.
(Inappropriate coding has significant effect on patient).
Knowledge/use of CHI/UPI system.
Organise appointments and mail correspondence as required for post vasectomy/infertility
patients.
Quality control of data input.
Ensure medical records are informed of patients requiring colposcopy appointments and
relevant information with clinic.
Follows TUH and national policies in relationship to diagnosis.
Daily input and use of Masterlab/OCCURS computer systems for text entry and look up.
Induction Standards & Code of Conduct
Your performance must comply with the national “Mandatory Induction Standards for
Healthcare Support Workers in Scotland” 2009; and with the Code of Conduct for
Healthcare Support Workers.
6. COMMUNICATIONS AND RELATIONSHIPS
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Dealing with telephone enquiries from a wide range of clinical staff from NHS Tayside and
other NHS organisations, private sector and public/patients.
Direct enquiries from Consultant pathologists, Trainee pathologists, hospital clinicians,
biomedical scientists and other hospital staff.
Requires tact and persuasive skills in dealing with contentious enquiries in relationship to
post mortems, biopsy diagnosis and results from cervical testing.
They will undertake personal Performance Development Reviews which will make
reference to current job description and relate to departmental quality objectives for the
following year.
7. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB
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NVQ level 3/RSA 3 in office/clerical practice or equivalent level of office experience.
Good typing and keyboard skills with a high degree of accuracy.
Essential numerical/alphabetical accuracy.
Good communication skills.
Experience of audio typing.
Ability to understand complex medical terminology.
Proficient in the use of Microsoft Office and email.
Courtesy and confidentiality at all times.
8. SYSTEMS AND EQUIPMENT
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Uses Masterlab dedicated laboratory computer system for the production and logging of
biopsy, cytology and autopsy reports.
Using PC’s, typewriters and printers and 1st line problem solving.
Using digital/manual audio dictation for typing pathology reports.
Photocopier/Fax/telephone use and day to day maintenance.
Uses OCCURS computer system for booking in and resulting cervical smears.
Uses Microsoft word for production of reports.
Uses Access/Excel database for entering case referrals.
Proficient in the use of email/Intranet.
Viewing quality audit data using Q Pulse Quality Management System.
RESPONSIBILITY FOR RECORDS MANAGEMENT
All records created in the course of the business of NHS Tayside are corporate records and are
public records under the terms of the Public Records (Scotland) Act 1937. This includes email
messages and other electronic records. It is your responsibility to ensure that you keep
appropriate records of your work in NHS Tayside and manage those records in keeping with the
NHS Tayside Records Management Policy and with any guidance produced by NHS Tayside
specific to your employment.
9. PHYSICAL DEMANDS OF THE JOB
Physical Skills
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Excellent hand to eye coordination for audio or other forms of advanced typing required
daily and for at least half the shift worked.
Physical Effort
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Requires sitting in a cramped position typing patient reports and results at a keyboard for
up to 2 hour sessions.
There is a requirement to lift weights of up to 5kg in relationship to slide and block filing,
stationery stores and stationery waste. This occurs daily.
Mental
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There is a continuous requirement to concentrate for periods of 2-3 hours typing complex
pathology reports. During this time you would be expected to answer up to 10-15
telephone enquiries. The enquiries can be unpredictable and range from recovering the
pathology report and reading the report to a clinician to arranging to contact a consultant
pathologist.
High level of concentration for accuracy of filing slides/blocks.
Emotional
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There is frequent exposure to patient reports with obvious advanced malignant disease.
Daily.
Frequent exposure to typing fetal post mortem reports and its emotional effect. Daily.
Frequent exposure to typing post mortem reports. Daily.
Dealing with telephone enquiries from bereaved relatives.
Dealing with telephone enquiries from patients who have unexpectedly received an
abnormal cervical smear result.
Working Conditions
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Requirement to use Visual Display Units as part of computer package and involved typing
for the bulk of the day.
10. DECISIONS AND JUDGEMENTS
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Follows standard operating procedures.
Work is supervised by Medical Secretary or Senior Administrative Assistant within the
same location.
Work is allocated by rota.
Uses initiative when deciphering complex reports.
Uses analytical skills to code pathological biopsies and fluids.
Uses own initiative to prioritise daily workload.
11. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB
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Indirect exposure to emotional circumstances in typing reports in relation to post mortems
and patients with cancer.
Managing time effectively and maintaining service provision.
Receiving enquiries in relationship to reports from demanding clinicians who may not
understand the complexities involved in producing a pathology report.
Balancing workload of filing cases with unpredictable requests from staff members.
Person Specification
POST REF NO:
P/HC/61
JOB TITLE/BAND:
Clerical Officer – Band 3
LOCATION:
Pathology Department, Ninewells Hospital, Dundee
HOURS:
37.5 hours per week
Attributes
1. Qualifications
Essential
NVQ level 3/RSA 3 in
office/clerical practice or
equivalent level of office
experience.
Desirable
Previous experience in an NHS
secretarial role
2. Experience
Experience of audio typing.
Ability to understand complex
medical terminology.
Good knowledge of medical
terminology
3. Aptitudes/Abilities
Experience in NHS
administrative/secretarial role
within an acute clinical
environment.
Good typing and keyboard skills
with a high degree of accuracy.
Experience in use of Winscribe
and Win-voice pro systems.
With experience and training
have the ability to lead and
guide others.
Experience in the use of
Labcentre system.
Good verbal and numerical
reasoning.
Good communication skills.
Excellent organizational skills.
Sound knowledge of Microsoft
packages.
Ability to work with and help
develop departmental archival
filing and retrieval systems.
4. Disposition
Pleasant professional manner,
ability to work within a large
team, exercising common sense
and judgement.
Possess good communication
skills, ability to make decisions
and act on their own initiative.
Self motivated and able to
motivate others.
Ability to ensure best use of
available resources.
Reliable, trustworthy and quick
to learn and comprehend.
Demonstrate sensitivity,
confidentiality and respect when
dealing with patient information.
5. Physical
requirements/Other
Good general health and ability
for light manual handling.
Ability to work under pressure.
General Conditions of Service
POST REF NO:
P/HC/61
JOB TITLE/GRADE:
Clerical Officer – Band 3
LOCATION:
Pathology Department, Ninewells Hospital, Dundee
Conditions of Service
Remuneration
The terms and conditions of service for this post are those
determined by the NHS Staff Council.
The current salary scale for the post is £16,271 to £19,268 per
annum (pro rata for part-time staff). Placing on the scale on
appointment is normally at the minimum but may be higher
subject to verification of previous relevant service.
Pay points under £21,000 will receive an additional nonconsolidated non-pensionable sum to raise basic pay by a total
of £250 pro rata for part-time staff. This addition will be divided
into 12 equal monthly payments, will cease on 31 March 2014
and will be noted separately on payslips
Hours of Duty
Superannuation
Salary is paid Monthly by Bank Credit Transfer.
The hours of the post are 37.5 per week.
Start and finish times will be determined by the needs of the
service.
Membership of the NHS Superannuation Scheme is not
compulsory but is open to all staff between the ages of 16 and
70 (65 in some instances).
The contributions paid are a percentage of superannuable pay,
which is essentially basic pay excluding, for example, overtime
or travelling expenses.
Contribution rates with effect from 01.04.12 are as follows:
Annual Pensionable Pay
(Full-time equivalent)
Up to £15,000
£15,001 to £21,175
£21,176 to £26,557
£26,558 to £48,982
£48,983 to £69,931
£69,932 to £110,273
£110,274 to any higher amount
Annual Leave
Contribution
5%
5%
6.5%
8.0%
8.9%
9.9%
10.9%
Contributions are subject to tax relief and reduced National
Insurance contributions. NHS Tayside also makes a substantial
contribution towards scheme benefits – currently around 14% of
basic pay.
On appointment = 27 days (pro rata for part-time Staff) or 5.4
weeks per year.
After 5 years aggregated service = 29 days (pro rata for part-time
staff) or 5.8 weeks per year
After 10 years aggregated service = 33 days (pro rata for parttime staff) or 6.6 weeks per year
References
Occupational Health
Clearance
Rehabilitation of
Offenders Act 1974
(Exclusions and
Exceptions) (Scotland)
Order 2003
Disclosure Scotland
Immigration, Asylum and
Nationality Act 2006
Public Holidays = 8 days (pro rata for part-time staff) or 1.6
weeks per year
All offers of appointment are subject to receipt of two satisfactory
references
All offers of appointment to new entrants to the National Health
Service are subject to a medical examination. Medical
examinations are arranged and undertaken by the Occupational
Health and Safety Advisory Service (OHSAS).
All current or spent criminal convictions, cautions, warnings or
any case pending must be disclosed prior to commencing in
employment as detailed on the application form.
Please note that having a conviction will not automatically debar
you from obtaining employment with NHS Tayside. Careful
consideration will be given to the relevance of the offence to the
particular post in question. However, if you are appointed, and it
is found that you did not reveal a previous conviction your
employment may be terminated.
Not required
It is a criminal offence for an employer to employ anyone who
does not have permission to live or work in the UK.
Shortlisted applicants will be asked to produce specific original
documentation at interview e.g. Passport, or full birth certificate
together with an official document giving the applicants
permanent National Insurance Number and name issued by a
Government Agency or a previous employer, as well as
photocopies of these documents.
Professional Registration/ New entrants to NHS Tayside will be required to achieve the
Induction Standards & Codemandatory Induction Standards for Healthcare Support Workers
of Conduct
(HCSWs) in Scotland and comply with the Code of Conduct for
HCSWs throughout your employment.
Smoking Policy
Applications
Internal candidates will be required to comply with the Code of
Conduct for HCSWs
Smoking is prohibited within NHS premises and grounds.
Completed forms should be returned to:
recruitment.tayside@nhs.net quoting the job reference in the
subject line
or Human Resources, Management Offices, Perth Royal
Infirmary, Taymount Terrace, Perth PH1 1NX
By closing date of Friday, 5 July 2013