Advertised role location: INSTITUTE OF PATHOLOGY
Official document: Job Description / Personnel Specification (doc)
JOB DESCRIPTION

POST: Operational Manager – Histopathology IOP BHSCT

LOCATION: Institute of Pathology /Belfast Trust Laboratories

BAND: 7

REPORTS TO: Histopathology & Mortuary Discipline Manager

RESPONSIBLE TO: Cellular Pathology Services Manager

Job Summary / Main Purpose

The post holder will work closely with the Histopathology & Mortuary Discipline manager to manage a team of scientific and support staff assigned to the Cellular Pathology laboratory. They will ensure a continuous and comprehensive laboratory service as an aid to effective diagnosis and treatment. The post holder will manage
Laboratory functions and will inform the strategic decisions of the laboratory by
participating in the appropriate Operational Management Teams.
The post-holder will play a key role in the modernisation of the service and be involved in a range of improvement initiatives across the service and the BHSCT
Laboratories.

Main Duties / Responsibilities
For each of the following, the postholder will;

Relationships:
Work closely and in partnership with the Discipline Manager to deliver services.

Work as part of the team with other Operational Leads to deliver an efficient
Laboratory service.

Liase with laboratory staff within the Cellular Pathology Service to ensure effective provision of diagnostic tests.

Liaise with Medical Consultants, Clinical Scientists; Service Managers; Discipline
Managers and Professional Leads; section heads and Administration leads, (or subordinate) as required to ensure the effective provision of the Service.

Technical and Scientific Duties.
Manage the technical activities of the Laboratory service in accordance with trust and departmental policy and to regulatory standards.

Lead the team of scientific and support staff assigned to the laboratory sections in accordance with Trust and departmental policy and to regulatory standards.

Be responsible for ensuring that all patient samples referred to the laboratory for analysis and all peripheral tasks necessary for that purpose are successfully performed within approved laboratory Standard Operating Procedures. This involves work of an interpretive and advisory nature in relation to laboratory aspects of the service.

Set and monitor maintenance schedules, and act as a source of expertise for troubleshooting and maintenance, co-ordinating with company engineers and laboratory staff to ensure minimal disruption to the service.

Record and manage laboratory equipment and service history information.

Promote standards that allow staff to recognise any specimens and/or requests that may cause problems e.g. health & safety, non-compliance with minimum acceptance criteria and sample quality.

Prioritise investigations appropriate to clinical need, arranging work flow to accommodate instrument capability and malfunction to optimise turnaround times for urgent requests.

Instigate departmental backup/ contingency procedures in the event of equipment malfunction/disaster/major incident, and ensure that they are correctly implemented.

Set and maintain standards that ensure investigations are prioritised appropriately according to clinical need.

Have an in depth knowledge of potential analytical errors and ensure that policies and safeguards are in place to prevent incorrect patient results from being transmitted to clinicians.

Direct workflow arrangements during instrument malfunction ensuring that the disruption of the service for processing for urgent requests is minimised.

Be able to advise on the sources of non-analytical interferences and of appropriate corrective action. For example, sample collection, preservation and storage errors that may detrimentally influence an accurate investigation

Have responsibility for implementing departmental policies for the identification of any specimens and/or requests that may cause problems and have a key role in policy development. e.g. health & safety, non-compliance with minimum acceptance criteria and sample quality

Initiate/participate in appropriate research and development projects and to encourage and guide the participation of other members of staff.

Work with the H&S lead to perform risk assessments on the tasks and environment of the laboratory.

Quality control and quality monitoring

Confirm the validity and reliability of analytical processes, setting and monitoring satisfactory performance by internal and external quality assessment.

Assist in the development and be responsible for the implementation of agreed internal and external quality control procedures ensuring that corrective measures are taken to maintain approved standards.

Ensure satisfactory completion and validation of routine and specialist laboratory analyses in order to meet turn around targets.

Organise with the Quality Lead vertical and horizontal audits of departmental activities as directed by the Quality Officer.

Manage laboratory section meetings, particularly in relation to assessment of performance, development of the service and organisational changes.

Write and review SOP’s to ensure that the laboratory complies with regulatory standards.

Investigate incidents and identify trends and recommend changes to practice if indicated.

Ensure that the needs of patients, clients and their carers are at the core of the way the services are delivered.

Ensure that the quality management policies and systems in place within the service to meet with current regulatory and legislative requirements are maintained.

Participate in regular Quality Management meeting to ensure that effective risk management and quality assurance policies and systems are adhered to. To ensure regular review of quality control by taking a lead role in the quality group.

As directed by the Histopathology & Mortuary Discipline Manager, contribute to the maintenance of and actions arising out of the Departmental Risk Register for the service in line with Trust policy and procedure

Assist the Histopathology & Mortuary Discipline Manager, to investigate and respond to complaints, incidents and claims within the service in line with Trust policy and procedures.

Assist the Histopathology & Mortuary Discipline Manager to lead quality initiatives within the service.

Financial and Resource Management:

Be responsible for stock control for their section and ensure all goods and services are ordered within the Trust Financial Governance Policy.

Be responsible for ordering stocks of reagents, chemicals, consumables and any non-capital equipment as appropriate.

Monitor consumable spending and to alert the Histopathology & Mortuary Discipline Manager of actual or potential budgetary deviations. Ensure effective and efficient use of resources in their area of responsibility. Identify cost pressures to the Discipline Specific Manager. Assist in the achievement of meeting Departmental financial targets.

Discuss the financial trends as part of the Departmental Operational Management team.

Assist the Histopathology & Mortuary Discipline Manager to ensure that best economic use is made of resources.

Contribute to the development of a business planning process.

Assist in the commissioning and procuring procedure for equipment and consumables for all relevant tendering processes.

Contribute to the procurement process for setting up contractual terms and conditions when procuring new analytical services

Maintain, monitor and update the Departmental Asset Register.

Service Management Responsibilities.

Organise and record laboratory section meetings, particularly in relation to assessment of performance, Investors in People Policy and development of the service and organisational changes, referring outcomes to the management
Operational Team for action as necessary.

Manage and resolve complex situations outside the remit of SOP’s.

Manage workflow and problem solving within the laboratory, understanding the impact on other sections and alerting the Histopathology & Mortuary Discipline Manager if service delivery may be compromised.

Take responsibility for organising staff involved in transporting specimens in order to optimise urgent response times particularly in times of service breakdown.

Liaise with other Operational Leads, other departments and clinicians, service users and technical suppliers to resolve operational problems.

Assist in the development and implementation of policies and procedures that ensure that laboratory staff are fully conversant and comply with these policies to ensure that appropriate Clinical staff are notified of critical results immediately.

Management Duties

Participate in the Cellular Pathology Operational Management Team.

Lead the designated team of technical and support staff.

Deputise for the Histopathology & Mortuary Discipline Manager when required.

Undertake management duties associated with staff attendance and in line with the trust polices.

Manage departmental leave for all staff.

Ensure Departmental Safety and Security Policies are being practised.

Draw up staff rotas which allow staff to experience a wide range of analytical activities.

Monitor staffing levels in each area and to re-assign staff if necessary.

Collate information for the Histopathology & Mortuary Discipline Manager regarding staff attendance and overtime/ out of hours payments

Review vacant posts with Histopathology & Mortuary Discipline Manager taking into account planned service reform and modernisation

Participate in the staff recruitment and selection process adhering to Trust procedures.

Delegate appropriate responsibility and authority to the level of staff within his/her control consistent with effective decision making whilst retaining responsibility and accountability for results within their area of responsibility.

Participate in the Trusts Personal Contribution Framework (PCF) process. To review the performance of direct reports on a regular basis, and to provide direction on personal development requirements and appropriate action.

Maintain good staff relationships and morale amongst the staff reporting to him/her.

Promote the Trust’s policies on ‘equality of opportunity’, and the promotion of ‘good relations’ through his/her own actions, and ensure that these policies are adhered to by staff for which he/she has responsibility.

As directed by the Histopathology & Mortuary Discipline Manager, assist the development and implementation of modernisation initiatives within the Laboratory service.

Communication and Information Management:

Maintain and participate in the internal communications systems, which include team briefing and regular meetings with staff.

Represent the service and the Trust as required communicating effectively with colleagues both internal and external to the Trust.

Collaborative Working:
Work in partnership with Trade Union colleagues as appropriate across the Trusts laboratory service.

Maintain productive working relationships with other scientific, clinical, nursing staff and support staff within the service.

Liaise closely with the department Quality Manager and the Health and Safety and Training Leads.

Teaching, training and competency assessment responsibilities

Develop and carry out technical competency assessments and evaluate and record outcomes making training recommendations as appropriate.

Ensure that all staff are trained and updated on any new techniques or processes.

Undertake to complete training identified through PCF.

Participate in CPD activities to satisfy professional licensing requirements (e.g.
HPC).

Note: This Job description outlines the current duties and responsibilities of the post. Due to the changing nature of the service, the duties and responsibilities of the post holders may vary and develop. In view of this, the
Job Description will need to be reviewed annually and amended as required to meet the needs of the service. Any resulting changes will be subject to consultation with the post holder.

General Responsibilities

Employees of the Trust are required to promote and support the mission and vision of the service for which they are responsible and:

At all times provide a caring service and to treat those with whom they come into contact in a courteous and respectful manner.

Demonstrate their commitment by their regular attendance and the efficient completion of all tasks allocated to them.

Comply with the Trust’s Smoke Free Policy.

Carry out their duties and responsibilities in compliance with the Health and
Safety Policies and Statutory Regulations.

Adhere to Equality and Good Relations duties throughout the course of their employment.

Ensure the ongoing confidence of the public in-service provision.

Maintain high standards of personal accountability.

Comply with the HPSS Code of Conduct.

Information Governance

All employees of Belfast Health & Social Care Trust are legally responsible for all records held, created or used as part of their business within the Belfast Health and
Social Care Trust, including patient/client, corporate and administrative records whether paper based or electronic and also including e-mails. All such records are public records and are accessible to the general public, with limited exceptions, under the Freedom of Information Act 2000, the Environment Regulations 2004, the
General Data Protection Regulation (GDPR) and the Data Protection Act 2018.
Employees are required to be conversant and to comply with the Belfast Health and
Social Care Trust policies on Information Governance including for example the ICT
Security Policy, Data Protection Policy and Records Management Policy and to seek advice if in doubt.

For further information on how we use your personal data within HR, please refer to the Privacy Notice available on the HUB or Your HR

Environmental Cleaning Strategy

The Trusts Environmental Cleaning Strategy recognizes the key principle that
“Cleanliness matters is everyone’s responsibility, not just the cleaners” Whilst there are staff employed who are responsible for cleaning services, all Trust staff have a responsibility to ensure a clean, comfortable, safe environment for patients, clients, residents, visitors, staff and members of the general public.

Infection Prevention and Control

The Belfast Trust is committed to reducing Healthcare associated infections (HCAIs) and all staff have a part to play in making this happen. Staff must comply with all policies in relation to Infection Prevention and Control and with ongoing reduction strategies. Standard Infection Prevention and Control Precautions must be used at all times to ensure the safety of patients and staff.

This includes:-

Cleaning hands either with soap and water or a hand sanitiser at the
appropriate times (WHO ‘5 moments’);

Using the correct ‘7 step’ hand hygiene technique;

Being ‘bare below the elbows’ when in a clinical environment;

Following Trust policies and the Regional Infection Control Manual (found on
intranet);

Wearing the correct Personal Protective Equipment (PPE);

Ensuring correct handling and disposal of waste (including sharps) and
laundry;

Ensuring all medical devices (equipment) are decontaminated appropriately
i.e. cleaned, disinfected and/or sterilised;

Ensuring compliance with High Impact Interventions.

Personal Public Involvement
Staff members are expected to involve patients, clients, carers and the wider
community were relevant, in developing, planning and delivering our services in a
meaningful and effective way, as part of the Trust’s ongoing commitment to Personal
Public Involvement (PPI).
Please use the link below to access the PPI standards leaflet for further information.
http://www.publichealth.hscni.net/sites/default/files/PPI_leaflet.pdf
Clause: This job description is not meant to be definitive and may be
amended to meet the changing needs of the Belfast Health and
Social Care Trust

PERSONNEL SPECIFICATION

JOB TITLE / BAND: Operational Manager – Cellular Pathology

DEPT / DIRECTORATE: Cellular Pathology Department / Surgery &
Specialist Services

Notes to applicants:
You must clearly demonstrate on your application form under each question, how you meet the required criteria as failure to do so may result in you not being shortlisted. You should clearly demonstrate this for both the essential and desirable criteria.
Shortlisting will be carried out on the basis of the essential criteria set out below, using the information provided by you on your application form. Please note the Trust reserves the right to use any desirable criteria outlined below at shortlisting. You must clearly demonstrate on your application form how you meet the desirable criteria.
Proof of qualifications and/or professional registration will be required if an offer of employment is made – if you are unable to provide this, the offer may be withdrawn.

ESSENTIAL CRITERIA

The following are ESSENTIAL criteria which will initially be measured at shortlisting stage although may also be further explored during the interview/selection stage.
You should therefore make it clear on your application form whether or not you meet these criteria. Failure to do so may result in you not being shortlisted. The stage in the process when the criteria will be measured is stated below.

Factor
Criteria
Method of Assessment

Qualifications
Registration
Experience
Current registration as a Biomedical Scientist with the Health and Care Professions Council (HCPC).

AND
Postgraduate level qualification equivalent to
an MSc OR specialist training and knowledge at a Band 6 level* or above in Cellular Pathology.

At least 3 years’ experience of appropriate
laboratory management experience at a senior level or equivalent experience*.

At least 3 years’ experience of working with a range of stakeholders.

Demonstrable evidence of leading and managing change.

Demonstrable experience of managing and developing staff.

* Band 6 Senior level equates to salary range £27,272 - £36,280

Shortlisting by Application Form

Other (e.g. Driving etc.)
Track-record of effective leadership skills.

Effective communication skills, both written and
oral.

Participate in CPD.

Shortlisting by Application Form

DESIRABLE CRITERIA

Desirable criteria will ONLY be used where it is necessary to introduce additional job related criteria to ensure files are manageable. You should therefore make it clear on your application form how you meet these. Failure to do so may result in you not being shortlisted.

Factor
Criteria
Method of Assessment

Experience
Qualifications
Registration
Recognised Leadership or Management
Qualification
Shortlisting by Application Form

NOTE:
Where educational/professional qualifications form part of the criteria you will be required, if shortlisted for interview, to produce original certificates and one photocopy of same issued by the appropriate authority. Only those certificates relevant to the shortlisting criteria should be produced. If educational certificates are not available an original letter and photocopy of same detailing examination results from your school or college will be accepted as an alternative.

If successful you will be required to produce documentary evidence that you are legally entitled to live and work in the United Kingdom. This documentation can be a P45, Payslip, National Insurance Card or a Birth Certificate confirming birth in the United Kingdom or the Republic of Ireland. Failure to produce evidence will result in a non-appointment.

Where a post involves working in regulated activity with vulnerable groups, post holders will be required to register with the Independent Safeguarding Authority.

HSC Values

Whilst employees will be expected to portray all the values, particular attention is drawn to the following values for this role