Job responsibilities
JOB
DIMENSIONS
Provide
administration support to Quality, H&S and HTA working groups.
Participate
in activities relating to HTA licensing, including managing licensing queries
and requests for information from stakeholders providing advice and guidance
via telephone and email.
Input,
extract and collate regulatory data to inform internal regulatory processes
including inspection preparation and licence management.
The
post holder will be the main point of contact for all Health & Safety,
Quality and Compliance related issues for the team. The post holder will be
the link person between the site and the Organisational Health & Safety
team as well as attending various audits to provide assurance against
relevant requirements.
The
post-holder will deliver day to day training in audit and other quality
management functions to other staff having themselves been trained in full by
the quality manager.
They
will help to embed quality systems and process within all departmental lab
sections at all hospital sites, working flexibly to meet staff training and
service development needs as and when required.
They
will apply expert knowledge and skills in quality management and complying
with accreditation standards at all times and work closely with the quality
manager to continually develop their knowledge.
They
will assist with the delivery of a risk management programme, helping to
deliver risk assessments and instigate control measures in order to ensure
full compliance with Trust and National Health and Safety standards and help
to maintenance a safe working environment.
Following
training in root cause analysis and incident investigation, they will support
with investigations into incidents and other forms of nonconformity,
including the formulation of preventative measures.
They
will develop expertise in database management and be responsible for
maintaining a range of databases designed to support effective governance
processes within the department, e.g. risk assessments; corrective and
preventative action records; incidents; equipment registers; action trackers.
They
will apply data manipulation and processing skills to obtain information that
informs departmental performance indicators and compile this information in a
meaningful format for review by the department management team.
They
will develop skills in the implementation of LEAN improvement methodology,
including those supported by the LTHT Kaizen Promotions Office Team.
Following training, they will help the quality manager and lab-based teams to
embed improvement methodology at all levels of the service
CORE
BEHAVIOURS AND SKILLS
To
be effective in the role, the post holder will require the following
behaviours and skills:
Able to use initiative under
pressure to solve complex problems and work without direct supervision
Able to identify situations where
scope of practice has been reached and escalate appropriately
Awareness of appropriate procedures
and policies in line management of staff
Awareness of departmental and trust
policies for investigating complaints and errors and take appropriate action
to minimise re-occurrence
Use effective prioritisation,
problem solving, judgement and delegation skills to manage time effectively
and ensure that all key priorities are met
Able to plan and prioritise own
work and that of a team of quality administrators to meet agreed deadlines
and/or service requirements
Good verbal communication skills
with an ability to deliver training presentations to groups of staff in a
manner that promotes understanding and interest
Able to relate effectively to a
wide range of people with good interpersonal skills
Able to establish good working
networks with other staff groups who fall under the remit of the departmental
quality management system
Good listening and coaching skills
as applied to the delivery of training and competency assessment
Take responsibility for own
learning and development and demonstrates a willingness to learn new skills.
Undertakes any training and development opportunities deemed to be beneficial
to the role and personal development
Excellent written communication
skills with the ability to compose concise and high quality reports
Good IT skills and computer
literacy: able to produce and format complex documents, produce fit for
purpose spread sheets and manipulate data for specified purposes
Take accurate and coherent meeting
minutes when required
Effectively maintain and manage
information relating to the quality management system in accordance with data
confidentiality and security requirements
Apply a systematic, objective and
logical approach to the delivery of audits and risk assessments
Personable, patient and flexible
Reliable
PRINCIPAL
DUTIES & AREAS OF RESPONSIBILITY
Promoting
Service Development
Work closely with the quality
manager to design fit for purpose documentation that supports the effective
implementation of the quality management system
Work closely with the quality
manager to design new quality systems and processes within the department
Help to promote a culture of
continuous quality improvement and embed the Leeds Improvement Methodology
throughout the department
Attend and actively participate in
departmental quality management forums
Compile accurate, timely and high
quality reports on the health of the quality management system and feedback
in the relevant quality forum
Assist the quality manager with
on-going review of the effectiveness of the QMS
Undertake service improvement
projects assigned by the quality manager with engagement of other team
members and provide regular progress reports
Administer records management
systems and databases within the department
Support with the investigation and
follow up of quality and safety incidents, including root cause analysis;
identification and dissemination of key learning; identification and
implementation of corrective and preventative measures
Audit
Perform audits in line with
documented requirements following
training
Deliver audit training in line with
training protocols and assess the adequacy of completed audits, providing
feedback to the quality manager
Schedule audits to be delivered by
other members of the quality team in accordance with an audit calendar and
support with completion where required
Work with the quality manager to
design a fit for purpose audit programme and audit criteria
Training and Personal Development
Assist the quality manager with the
design and evaluation of training and competency documentation relating to
the quality management system
Assist the quality manager with the
continual evaluation of the effectiveness of the QMS training programme
Responsible for maintaining and
updating training and competency records for quality administrators
Review of completed training and
competency assessment paperwork relating to the quality management system in
line with agreed objective criteria
Compile feedback reports on the
status of quality management system training and competency activities
The jobholder must take
responsibility in agreement with his/her line manager for his/her own
personal development by ensuring that Continuous Professional Development
remains a priority. The jobholder will
undertake all mandatory training required for the role.
Administration
Administration of departmental
databases, trackers and registers relating to quality management functions
Help to manage the maintenance,
calibration and servicing of laboratory equipment such as pipettes and
thermometers
Extract data required to inform
departmental key performance indicators and summarise the data in a report
format/dashboard
Administer the electronic quality
management system at a system manager level, granting access and uploading
documentation in accordance with standard operating protocols
Help department leads manage
content on the Pathology website that is made available to clinical users and
the public in line with defined governance arrangements
Provide a full clerical support
service to the department including organising, sorting and filing documents
and papers; dealing with incoming and outgoing paper and electronic post as
required; photocopying, faxing and distributing information by post or email;
typing letters and other documents
Deal with communications and ad hoc
enquiries from staff and service users, members of the public, and a wide
range of external organisations and professionals. Receiving and relaying
general verbal/written messages and responding by supplying straightforward
information and guidance, or referring to the relevant member of the
department when necessary
Provide administrative support for
meetings as required e.g. organising meetings including checking access
arrangements; booking rooms and refreshments; liaising with members regarding
dates and availability; sending out notice of meetings, agendas and minutes.
Adhere to relevant Statutory
Instruments and Trust policies and guidelines during the delivery of duties
e.g. information governance; Health and Safety; personnel policies and
guidelines.
Perform complex data manipulation
routines to inform quality indicators and summarise information in the
required format
