Quality administrator (XN03)

Leeds Teaching Hospitals

The closing date is 14 May 2025

Job summary

The Department of Specialist Laboratory Medicine is seeking to recruit a Quality Team Administrator to support the governance, audit and service improvement activity of the laboratory. This is an exciting time to join one of the largest Pathology departments in the country, and to work in the brand-new facilities provided in the Centre for Laboratory Medicine on the St. Jamess University Hospital site.

The main purpose of the role is to help ensure that there is a robust and consistent approach to the delivery of the Quality Management System. This will involve supporting audits, risk assessments and using service improvement tools to improve processes within the laboratory. The role will also involve the updating of websites, manipulating scientific data for analysis and utilising common IT packages such as Microsoft Office.

For any queries please contact Chloe Chadwick on email: chloe.chadwick@nhs.net

Shortlisting: 15 May 2025

Interview date: 20 May 2025

Expected Shortlisting Date

15/05/2025

Planned Interview Date

20/05/2025

Main duties of the job

Ideally you will have experience of quality related activities such as risk assessments and auditing. This is also a great opportunity to use your administrative and IT skills (especially using Microsoft Word and Excel, as well as web-based systems) to collate, process and manipulate data to ensure that the health of the quality management system is under continual and robust review. Strong IT skills are essential for this role.

You will have a passion for service improvement and be an excellent communicator. Previous experience in an administrative or IT role would be advantageous, as would experience training others, although full training will be provided.

You will be able to work flexibly in this role to ensure that all tasks are completed on time and to the required standard. We encourage candidates to contact us to discuss the role.

About us

Specialist Laboratory Medicine (SLM) encompasses specialist testing within the disciplines of Biochemistry, Haematology and Immunology. We are a referral lab for non-specialist laboratories within the WYAAT region and beyond. We support specialist clinical services that are commissioned by NHS England, such as the Newborn Screening Programme, Haemoglobinopathy screening and the Regional Haemophilia Network. The Department is UKAS accredited to ISO 15189:2012 and holds European Federation accreditation for Histocompatibility and Immunogenetics.

Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.

Date posted

23 April 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

C9298-PATH-438

Job locations

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF

Job description

Job responsibilities

Quality Administrators are individuals who have a formal role in the provision of a full and effective administrative and clerical support service to the Department/Service. He/she will also be responsible for managing the Electronic Quality Management System, helping to develop new quality systems and processes, managing databases and producing reports as required. The post-holder will be expected to arrange and plan her/his own work on a day-to-day basis within the overall demands and priorities of the department.

* Compile reports for management meetings.

Provision of admin support relating to management of quality and training records. E.g. auditing, compiling, archiving.

Performing data manipulation routines to inform quality/performance indicators and summarise the information in the required format (e.g. dashboard).

Day to day management of departmental databases relating to quality management.

Help to manage the maintenance, calibration and servicing of laboratory equipment such as pipettes and thermometers, including performance of acceptance testing where required.

To act as a system administrator for the electronic quality management system.

To engage in department audit activities and training as required.

To work with departmental leads to maintain and update the information made available to users via the Pathology Website.

To help the department comply with accreditation body requirements by helping the quality manager to develop fit for purpose quality systems and processes.

Following a period of training, to perform root cause analysis during routine duties.

To 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.

To 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 or other Trust staff as necessary.

To provide administrative support for meetings as required e.g. organising meetings including checking access arrangements, booking rooms and refreshments, sign language and ethnic minority language interpreters as appropriate, organising travel arrangements, administering expense forms, liaising with members regarding dates, sending out notice of meetings, agendas and minutes.

To attend any service meetings as required. This could include welcoming participants, organising refreshments and taking minutes and typing them up and circulating them after approval.

To contribute to the departments approach to continuous quality improvement by collating staff and user feedback in agreed formats.

To work with the quality manager to deliver quality improvement projects and initiatives in line with departmental quality objectives.

To undertake risk assessments including COSHH as part of on-going Trust and Departmental Health and Safety requirements (e.g. general risk assessments, fire safety).