Job summary
The Berkshire and Surrey Pathology Services (BSPS) Quality Department is seeking to recruit a Quality Administrator to join our busy team. As the department Quality Administrator, you will be providing administrative and secretarial support for the BSPS Head of Governance, BSPS Lead Quality Manager and Quality/Governance Department. This will include the preparation and collating of meeting reports, agendas and minutes in addition to providing meeting packs for the team were required. As the Quality Administrator you will be required to take minutes of meetings and arrange room bookings for the BSPS Quality and Governance meetings across the various network hospital sites as well as collating and distributing meeting papers. You will also be required to provide audit support for the Quality Department including typing audit reports and administrative support for the ongoing management of the BSPS Audit Schedules.
Main duties of the job
To provide administrative support for the BSPS Lead Quality Manager and Quality Department including management of preparation and collating of meeting reports and minutes, minute taking, room booking and coordination of Quality and Governance meetings, diary management, audit support, filing, user survey administration support, training and competency records management.
To provide a professional, friendly and efficient service to service users, acting as a point of contact for a range of queries and routine information
About us
Frimley Health NHS Foundation Trust is committed to being an inclusive and disability confident employer and has been awarded the Gold for the Armed Forces Employment Recognition Scheme. We provide first class development opportunities for all staff and have a wide range of professional, management and leadership, and clinical skills training available.
Here at Frimley Health NHS Foundation Trust, we know how important it is to have a healthy work life balance; this benefits not only individuals but the patients we care for too.
We encourage applications from people who wish to work on a flexible basis, recognising that flexibility may mean a range of different working patterns and hours, we do our utmost to work with our staff to meet their needs and the needs of our service and its users.
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Job description
Job responsibilities
- To provide administrative and secretarial support to the BSPS Quality Department. This will include preparation and distribution of agenda, minutes and other documents as well as arranging venues and ordering refreshments when required.
- To maintain effective filing systems for the management of quality records that relate to the BSPS Quality Management System.
- To develop and maintain effective working relationships with other staff within the department, BSPS and the Trusts
- When requested produce reports for the Quality Department supplying information in the most appropriate format and within agreed deadlines
- To plan and organise own work schedule demonstrating effective time management and a high level of accuracy
- To obtain and organise information and data in support of own work activities and scheduled audits, maintaining confidentiality in accordance with data protection regulations.
- Resolve conflicting diary appointments as they arise
- Organise disposal of confidential waste
Training and competency records management:
- Enter training and competency data onto the BSPS Quality Training Database
- Produce regular reports from the training database
- Ensure that where there is training provided by the Quality Department that the required documentation including attendance sheets are available
- Book rooms for training and competency assessment when required
- Advertise training events within the BSPS network and by contacting appropriate staff
- Maintain a booking sheet for staff who wish to attend training sessions and provide them with the information when appropriate
Quality Management System audit support
- Provide audit support to the Quality Department including typing audit reports
- Arrange in conjunction with the Quality Department audits across the network
- Provide administrative support required for the ongoing management of the BSPS Audit Schedule
Meetings administration
- Book rooms for Quality and Goverance meetings
- Compile meeting papers and reports and send to attendees prior to the meeting
- Minute taking
- Transcription and typing minutes using Dictaphone
- Update records on the QMS with finalised meeting minutes
Procurement Support
- Provide support to the Quality Department in the procurement or services and consumables
- Administrative support in the use of the Trust procurement system
- Maintain stock levels of stationary and other office equipment, ordering stock as required on EROS
User surveys
- Assist the Quality Department in the distribution, collating and writing of user satisfaction surveys
- Provide support for the administration of surveys on authorised survey website
Job description
Job responsibilities
- To provide administrative and secretarial support to the BSPS Quality Department. This will include preparation and distribution of agenda, minutes and other documents as well as arranging venues and ordering refreshments when required.
- To maintain effective filing systems for the management of quality records that relate to the BSPS Quality Management System.
- To develop and maintain effective working relationships with other staff within the department, BSPS and the Trusts
- When requested produce reports for the Quality Department supplying information in the most appropriate format and within agreed deadlines
- To plan and organise own work schedule demonstrating effective time management and a high level of accuracy
- To obtain and organise information and data in support of own work activities and scheduled audits, maintaining confidentiality in accordance with data protection regulations.
- Resolve conflicting diary appointments as they arise
- Organise disposal of confidential waste
Training and competency records management:
- Enter training and competency data onto the BSPS Quality Training Database
- Produce regular reports from the training database
- Ensure that where there is training provided by the Quality Department that the required documentation including attendance sheets are available
- Book rooms for training and competency assessment when required
- Advertise training events within the BSPS network and by contacting appropriate staff
- Maintain a booking sheet for staff who wish to attend training sessions and provide them with the information when appropriate
Quality Management System audit support
- Provide audit support to the Quality Department including typing audit reports
- Arrange in conjunction with the Quality Department audits across the network
- Provide administrative support required for the ongoing management of the BSPS Audit Schedule
Meetings administration
- Book rooms for Quality and Goverance meetings
- Compile meeting papers and reports and send to attendees prior to the meeting
- Minute taking
- Transcription and typing minutes using Dictaphone
- Update records on the QMS with finalised meeting minutes
Procurement Support
- Provide support to the Quality Department in the procurement or services and consumables
- Administrative support in the use of the Trust procurement system
- Maintain stock levels of stationary and other office equipment, ordering stock as required on EROS
User surveys
- Assist the Quality Department in the distribution, collating and writing of user satisfaction surveys
- Provide support for the administration of surveys on authorised survey website
Person Specification
Able to travel between BSPS sites were required
Essential
- Able to travel between BSPS sites were required
Experience and qualifications
Essential
- oA-levels or equivalent academic standard, or equivalent experience
- oNVQ level, RSA 3 or equivalent knowledge
- oComputer literate including Microsoft office packages (Excel, Powerpoint, Word, Outlook, Project)
- oGood working knowledge of MS Outlook, Word and Excel
- oGood written and oral communication skills
- oGood organisational skills
- oData input skills
Desirable
- oEvidence of continuing professional development
oExperience of organising own workload to time specified deadlines
Essential
- oExperience of organising own workload to time specified deadlines
Person Specification
Able to travel between BSPS sites were required
Essential
- Able to travel between BSPS sites were required
Experience and qualifications
Essential
- oA-levels or equivalent academic standard, or equivalent experience
- oNVQ level, RSA 3 or equivalent knowledge
- oComputer literate including Microsoft office packages (Excel, Powerpoint, Word, Outlook, Project)
- oGood working knowledge of MS Outlook, Word and Excel
- oGood written and oral communication skills
- oGood organisational skills
- oData input skills
Desirable
- oEvidence of continuing professional development
oExperience of organising own workload to time specified deadlines
Essential
- oExperience of organising own workload to time specified deadlines
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.
