Head of Secretariat and Pre-Analytical Reception

About the job

We are Sonic Suisse

Sonic Suisse is a vast network of regional laboratories with more than 2,500 employees spread across sites in German-speaking, French-speaking and Italian-speaking Switzerland.

We belong to the global group Sonic Healthcare, a leading provider of services in the medical diagnostics sector. We are committed to the well-being of our clients and the health of their patients by making a decisive contribution to medical care throughout Switzerland every day. High quality standards and continuous training of our employees ensure the safety and relevance of our analyses and test results.

Whether in the fields of laboratory medicine, administration or support functions: we offer you a meaningful working environment, with many opportunities for development, encouraging personal initiative through a corporate culture based on trust and collaboration.

Job Objective

Join our committed team within the Genesupport laboratory and participate, in this key role, in building the future of our leading and innovative company.
We are looking for an experienced, motivated and organised Secretariat Manager with a good understanding of the sample workflow to take responsibility for the secretariat and pre-analytical reception team at Genesupport Lausanne.
The ideal candidate has at least two years’ experience in a medical analysis laboratory and a good understanding of the sample workflow, from reception to registration. At least two years’ experience in supervising and managing a team is also required.
The service opening hours are from 6 am to 6 pm Monday to Friday and from 6 am to approximately 12 pm on Saturday. The manager organises and participates in an on-call rota to ensure coverage of these hours.
Immediate start or to be agreed.

Your Impact in this Role

Managerial and organisational responsibilities:

• Ensure the smooth daily operation of the secretariat and pre-analytical reception, ensuring an appropriate distribution of activities and responsibilities.
• Supervise, support and organise the work of secretariat staff (4 people) and sample reception staff (2 people).
• Establish and adjust schedules to ensure continuous operational coverage according to the laboratory’s opening hours.
• Distribute activities according to the skills and qualifications of employees.
• Participate in the integration, training and monitoring of employees.
• Develop, update and evolve job descriptions for the secretariat and pre-analytical reception.
• Create and update internal procedures for the secretariat and pre-analytical reception.
• Ensure compliance with procedures, quality requirements, professional secrecy and confidentiality rules.
• Identify and implement improvements to optimise the organisation, collaboration and processes of the secretariat and pre-analytical reception.
• Represent the secretariat and pre-analytical reception to other laboratory sectors.

Operational tasks:

• Actively participate in the daily activities of the secretariat and pre-analytical reception.
• Receive, open and sort shipments containing samples to enable their registration and handling by the relevant departments.
• Register analysis requests in the laboratory information system (LIS) and update patient and prescriber data.
• Manage administrative tasks and follow up medical records.
• Write, translate and transmit diagnostic analysis reports.
• Ensure communication with patients, doctors and employees from different laboratory sectors.
• Participate in coordinating the genetics secretariat activities in collaboration with the relevant colleagues.
• Manage, clean and maintain the equipment used in the secretariat.
• Contribute to the continuous improvement of the organisation and processes of the secretariat and pre-analytical reception.
• Respect confidentiality obligations as well as safety and hygiene rules.
• Respect and apply established procedures within the framework of accreditation according to ISO 15189 standard.

Your Background and Expertise

• Training as a secretary, medical secretary, medical assistant or equivalent qualification.
• At least two years’ experience in a medical analysis laboratory or medical practice.
• At least two years’ experience in supervising and managing employees.
• Good knowledge of registration procedures and management of biomedical analysis requests.
• Good understanding of the sample workflow and requirements related to the pre-analytical phase in a medical analysis laboratory.
• Knowledge of safety, hygiene and confidentiality rules applicable in a laboratory.
• Experience in a laboratory accredited according to ISO 15189 is a significant advantage.
• Fluency in French; knowledge of German and/or Italian is a significant advantage.
• Good command of IT tools and administrative tasks.
• Excellent organisational, communication and collaboration skills.
• Rigorous, dynamic and versatile personality, able to adapt quickly to different activities and responsibilities.

A Place Where You Can Grow and Make an Impact

• A stimulating, interesting and varied activity in our laboratory with modern infrastructure.
• Good employment conditions and opportunities for internal training.

Do You Have Questions? We Are Here to Help.

Do not hesitate to contact us, we will be happy to answer you!