ADMINISTRATION OFFICER
Job Description
Company Name: Lancet Laboratories Uganda Ltd
Location: Kampala-Uganda
Duty Station: Nakasero Hill Road Main Laboratory
Reporting to: Preanalytical Manager
ORGANISATIONAL DESCRIPTION AND BACKGROUND
Lancet Laboratories Uganda limited is the leading provider of private diagnostic pathology services in Uganda. Incorporated and registered in Uganda since April 2009 and part of Lancet group of Laboratories in East Africa under Pathologist Lancet Kenya (PLK) based in Nairobi, Kenya and a member of Cerba Lancet Africa group of Laboratories in Africa with headquarters in South Africa.
Lancet Laboratories Uganda Itd has over 20 laboratories located in different towns in Uganda with two laboratories recommended for continuous ISO 15189 accreditation by SANAS and four by KENAS. This makes Lancet Uganda the leading pathology diagnostic company in Uganda with six accredited labs.
Key Responsibilities
Admin Duties
- Administers sorting and distribution of samples according to set standard operating procedures to ensure the correct and prioritised channelling of specimens to various laboratories/ sites.
- Processes sample registration logging and queries according to set standard operating procedures.
- Ensures dispatching of specimens for processing in accordance with prescribed standard operating procedures and monitors progress and filing of reports, including handling queries and report delivery, in line with prescribed turnaround time.
- Performs hospital rounds to distribute reports and collect submitted samples for processing in accordance with relevant standard operating procedures.
- Handles and refers administrative queries and customer complaints to ensure timely resolution of queries and responses to complaints.
- Responsible to track progress of sample delivery by couriers to ensure that specimens are received by the designated laboratory, processed and results returned timeously and in compliance with set standard operating procedures.
- Investigates bottleneck in pre-analytical laboratory processes and ensure timely resolution of challenges.
- Ensures basic housekeeping in own working area, including suitable cleaning and preparation of equipment according to set standard operating procedures.
- Monitors stock levels and orders additional stock to ensure the availability of required materials at all times and ensure delivery of stock to the doctor’s rooms.
- Represents the organisation by applying the principles of customer care in the medical pathology field and interacts professionally and ethically with medical professionals and staff.
- Management of the reception area and give out relevant information and direct clients to relevant departments while offering excellent customer service
- Receives cash from patients and ensures banking of monies in accordance with relevant standard operating procedures.
- Reports incidents, logs customer complaints and problem solution, reads documents and actions tasks on the laboratory information management system in compliance with relevant organisational policy.
- Prepares and scans patient forms onto laboratory scanning system (Oculus) and resolves the scanning incompletes according to set standard operating procedures.
- Responsible for adhering to Lancet uniform protocols as set standard operating procedures.
Document management
- Performs the maintenance and calibration of the equipment used in the laboratory to ensure that it is operating efficiently and providing accurate results. This includes ensuring that instrument maintenance and quality control results are recorded as well as trouble shooting, and corrective action is taken and documented.
- Liaising with Laboratory quality officers and managers in ensuring all documents are updated.
- Implement all QMS procedures
- Prepares quality documentation and reports by collecting, analysing, and summarizing information and trends including failed processes, stability studies, recalls, corrective actions etc. Reporting to management review meetings.
Regulatory Affairs
- Ensure all regulatory requirements are adhered to.
- Assist the Laboratory Manager with compliance with various regulatory authorities where required.
QC process and equipment validation
- Liaising with quality control officers and managers on any equipment concern for escalation to upper management
- Liaising with quality control officer and managers in ensuring all technical staff are adequately trained on QC procedures.
- Record trend analysis by capturing findings from internal audit and external audit reports for the purpose of identifying training needs, and for input into management review
Health & Safety
- Assists the HOD/Laboratory Supervisor to ensure a safe working environment in accordance with relevant legislation and all safety protocols. This includes the on-going maintenance of quality control standards, adherence to infection control measures, correct disposal of bio-hazardous waste and the preparation process for internal and external audits.
- Assists the HOD/Laboratory Supervisor to ensure that incidents and instrument failures are reported by laboratory staff, thereby ensuring compliance with relevant organisational policy and laboratory standard operating procedures.
General duties
- Maintain a positive image of the organisation, promote the services of Lancet Laboratories and monitor resolution of customer complaints.
- Attends training and seminars and participates in continuing professional development
(CPD) activities to continuously update knowledge and skills as well as comply with professional registration requirements. This includes ensuring the availability of up-to-date records that can be presented immediately on request thereof. - Performs on-site training of interns, students, medical colleagues and associated health workers in laboratory techniques, processes and systems, if assigned by laboratory manager and deemed competent.
- Adheres to professional conduct requirements in line with organisational policy and relevant professional body ethical standards.
Required Experience
- Relevant degree in Business Administration
- Minimum of 1 to 2 Years Relevant Working Experience in Similar Role
- Relevant management studies is an added advantage.
- Competencies required for the Job
- Ability to cope with nervous / distressed patients
- Ability to work as part of a team
- Ability to work in a pressured environment
- Adherence to company dress code
- Administrative skills Attention to Detail
- Business numeracy
Interested applicants should submit their Application, CV, certified ID copy, qualifications.
To: Human Resource Manager, Lancet Laboratories Uganda Limited, Pox 36335, Kampala. Or Hand deliver Lancet Head Quarters, North Park Plaza, Bweyogerere, Opposite Uganda National Bureau of Standard (UNBS). Or Email: hr@lancet.co.ug Short listed candidates will be required to undergo background checks and assessments.
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