Job summary
Coventry and Warwickshire Pathology Services (CWPS) provide Mortuary services across three mortuary sites;University Hospital Coventry NHS Trust, Rugby St Cross, and South Warwickshire NHS Foundation Trust. The Mortuary team cover both Hospital and Community deaths across Coventry and Warwickshire conducting hospital, coronial, high risk and forensic post-mortem examinations.
Our Mortuary network cares for over 4,000 patients per year. We are the busiest forensic department in the region serving West Midlands, West Mercia and Warwick Police forces, with over 1,000 patients each year.
This is a great opportunity for a motivated, organised and detail-orientated candidate to join our Mortuary team as a Quality, Governance and Office Manager. We are looking for someone who is able to collate information, track actions, adhere to regulatory standards including UKAS, HTA and HSE, and be able to communicate sensitively and confidentially with service users, families and third parties.
Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.
Main duties of the job
You will provide a high level administrative function to the Mortuary and Quality management team.
You will be responsible for the management of the administrative and clerical service for the Mortuary, including line management responsibility for the Mortuary Admin Specialist. Your responsibilities and duties will include the administration of Q-Pulse and Datix systems, the Mortuary email inbox, and coordinating communication with Funeral Directors, Coroners, the Police etc.
Your duties will include assisting in the organising and training of staff and external staff e.g. Porters; oversight of the audit schedule and its completion; and collating and organising documentation in relation to incidents, including tracking follow-up actions and chasing their completion with action owners.
You will work closely with the Mortuary Manager, Cellular Pathology Quality Section Manager and the Mortuary team, with further support and direction from the Senior Pathology management team.
About us
University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.
We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.
Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.
We are proud to be recognised as a Pathway to Excellence designated organisation - please click the link for further details about this prestigious award. Pathway To Excellence - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)
By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.
The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.
Job description
Job responsibilities
Administration and office management
- To prepare and submit draft agendas, action logs and minutes as well as other papers, for meetings arranged by the Mortuary management team.
- To establish and operate effective systems for handling incoming and outgoing telephone calls and mail for the Mortuary Team with the responsibility to ensure that general and specific enquiries are appropriately managed and responded to on the behalf of the Mortuary team.
- Communicate with staff and/or external organisations using appropriate methods. This includes but is not limited to stakeholders such as coroners, funeral directors and other trust departments.
- Manage all the administration and clerical service within the Mortuary department including line management of the Mortuary Administration Specialist.
Quality and Governance
- Assist the Cellular Pathology Quality Section Manager and Mortuary Manager with the maintenance of Q-Pulse and the ongoing administration of the system to provide workload information relating to outstanding audits, non-conformances, documents for review and outstanding acknowledgements.
- Support the Mortuary management team to ensure compliance with local and national quality standards e.g. UKAS, HTA etc. including managing report deadlines, submissions and oversight of actions required to be implemented by the Mortuary team.
- To ensure any complaints/PALS enquiries or matters of concern are brought to the attention of the Management team and are dealt with appropriately.
- Identify appropriate audits, schedule their completion, and monitor compliance.
- Monitor that training is being delivered consistently and in compliance to the standards set.
For further details please see the attached job description.
Job description
Job responsibilities
Administration and office management
- To prepare and submit draft agendas, action logs and minutes as well as other papers, for meetings arranged by the Mortuary management team.
- To establish and operate effective systems for handling incoming and outgoing telephone calls and mail for the Mortuary Team with the responsibility to ensure that general and specific enquiries are appropriately managed and responded to on the behalf of the Mortuary team.
- Communicate with staff and/or external organisations using appropriate methods. This includes but is not limited to stakeholders such as coroners, funeral directors and other trust departments.
- Manage all the administration and clerical service within the Mortuary department including line management of the Mortuary Administration Specialist.
Quality and Governance
- Assist the Cellular Pathology Quality Section Manager and Mortuary Manager with the maintenance of Q-Pulse and the ongoing administration of the system to provide workload information relating to outstanding audits, non-conformances, documents for review and outstanding acknowledgements.
- Support the Mortuary management team to ensure compliance with local and national quality standards e.g. UKAS, HTA etc. including managing report deadlines, submissions and oversight of actions required to be implemented by the Mortuary team.
- To ensure any complaints/PALS enquiries or matters of concern are brought to the attention of the Management team and are dealt with appropriately.
- Identify appropriate audits, schedule their completion, and monitor compliance.
- Monitor that training is being delivered consistently and in compliance to the standards set.
For further details please see the attached job description.
Person Specification
Qualifications
Essential
Desirable
Experience
Essential
Desirable
Knowledge
Essential
Desirable
Skills
Essential
Commitment to Trust Values and Behaviours
Essential
Person Specification
Qualifications
Essential
Desirable
Experience
Essential
Desirable
Knowledge
Essential
Desirable
Skills
Essential
Commitment to Trust Values and Behaviours
Essential
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
