Job summary
If you have an eye for detail and enjoy contributing to quality improvement - this could be the role for you.
We are looking for an individual who can support the day to day functioning of our Quality Management system (QMS) by providing administrative support to the Quality Manager and departmental leads.
The role requires the post holder to co-ordinate the Pathology department's quality management and governance issues to support the effectiveness of the QMS throughout Pathology.
The role is not limited to any one Pathology discipline and is completed in conjunction with the Pathology Quality Manager.
This post would suit an individual with previous laboratory or laboratory quality experience or someone looking to develop a career in quality management.
This is a permanent, full-time post. Working hours between 08:00 and 17:30, Monday to Friday.
Main duties of the job
Day to day you will be responsible for maintaining the Pathology's QMS by undertaking internal quality audits, monitoring departmental performance against Key Performance Indicators (KPIs), and collating QMS performance reports. The Pathology Quality Administrator is also responsible for maintaining the Pathology website by ensuing updates are controlled and recorded.
The post holder is required to be involved with the induction and training of staff in with regards to the functioning of the QMS and associated quality management software.
About us
At the RUH we put people at the heart of what we do, working together as one team to make a difference for our patients, each other, and our community. No matter what your role is, we value everyone's contribution in supporting the exceptional, person-centred care we pride ourselves on.
We are proud to be in thetop 20 best hospitals to work for in the country.
We are committed to creating a compassionate and inclusive environment. This can be seen in our growing community of staff networks - celebrating successes and creating opportunities to listen and learn. We value our differences, champion kindness and civility, and truly believe that diversity makes us stronger.
A culture of learning, developing and innovating is the thread that runs throughout our whole organisation. We want to support you to thrive, taking your career to its full potential.
We value staff wellbeing, with a well-established programme of support. We believe in a holistic approach spanning all aspects of living a healthy life, including physical, emotional, spiritual and financial wellbeing. We've even got a pool!
We are committed to supporting you and hope you want to join our team. In the meantime, find out more about living and working the beautiful historic city of Bath, learn about our extensive package of staff benefits, and read about how we're providing healthcare fit for the future with the landmark Dyson Cancer Centre and our passion for research.
Job description
Job responsibilities
Operational
- Support the maintenance of the pathology quality management systems including Q-Pulse, Quality databases and departmental Quality and Key performance indicator dashboards.
- Manage and maintain a helpdesk to ensure resolution of technical and usability issues arising within the Q-Pulse or quality systems.
- Manage Q-Pulse and quality records to ensure compliance with RUH Pathology records retention policy and current legislation.
- Support the maintenance of accurate record keeping on QPulse, e.g. recording of external audits, including cleaning and transport audits.
- Follow up staff members on overdue QPulse workload
- Support the document controller for the whole of pathology including providing training and guidance to staff on the requirements of document control to meet regulatory expectations.
- Produce and distribute status reports from Q-Pulse on workload analysis and performance measurement for use at senior management or departmental meetings to support the effectiveness of the quality management system.
- Organise and attend departmental meetings as necessary, take minutes and distribute accordingly, e.g. departmental Quality Co-ordinators meetings.
- Undertake any actions identified at departmental meetings.
- Follow up staff members on actions identified at departmental meetings.
- Maintain Pathology website on Trust Intranet.
- Develop and manage Q-Pulse to allow the system to link with the RUH intranet to ensure documents are controlled in the correct manner and are available to users accessing the intranet.
- Support the development and use of a web-based feedback mechanism to assess customer satisfaction with RUH Pathology, analyse the results, propose and action service improvements
- Is a member of the Pathology Web Team.
- Gather information, assist with audit and collection of data as required for the department and the
- Trust, making use of in-house and external information systems, e.g. audit of turnaround times for specimens sent to external laboratories for analysis.
- Complete audits under the guidance of the Pathology Quality Manager, e.g. QPulse administration and document control audits.
- Make optimum use of the Trusts computer-based systems, ensuring that information is not duplicated, held or communicated in manual, i.e. paper-based, systems wherever possible, e.g. maintains IT-based laboratory documentation system, using QPulse for administration of the quality management system.
- Make innovative use of the Trusts IT-based systems ensuring that any new developments are implemented within the department.
- Organise and plan events as necessary and provide supporting information material, especially for process management and improvement projects.
- Manage the forward planner for Quality & Pathology Services.
- Assist, when necessary, with system back-ups, software updates and disaster recovery in co-ordination with the RUH lT department, including producing and maintaining SOPs to document these processes.
- Support business continuity arrangements by managing back-ups and upgrades of the Q-Pulse and quality databases.
Training
- Provide training to staff on the appropriate use of quality systems and assess competency on using the QPulse and quality management systems.
- Undertake staff quality induction, in line with Pathology processes.
- Encourage engagement of staff with the quality management system and improvement of the quality culture.
Health & Safety
- Follow health and safety instruction and training, especially when working within thelaboratory.
Reports
- Gather all data for the PQAD and compile data into spreadsheet for NHSI data collection. This is in addition to the KPI dashboard.
- Produce QMS status reports for quality meetings, Health and Safety, Point of Care Testing, hospital transfusion team meeting and Clinical governance.
- Datix Wrong blood in tube (WBITS) QA to produce report for WBIT events created in Q-Pulse and check Trust compliance with raising Datix where errors occur. This is an area of significant patient safety where QM has data to show no ward-raised WBIT events when lab notifies wards.
- Annual User survey QA to manage distribution of annual user survey to primary and secondary care. To analyse performance measured against previous years and compile user comments to feed into clinical governance / management meetings for laboratory improvement.
UKAS & ISO
- Ensure changes to the pathology website are quality managed in accordance with ISO 15189.
- Be responsible for approving changes in Q-Pulse (WEB/5 and WEB/6) as well as liaising with Web development team to implement changes.
Audits
- Integration of Antenatal and newborn screening programme (Sickle Cell & Thalassaemia) with the Pathology laboratory. This includes Maternity quality issues being escalated and monitored in Pathology, through KPI audits. This is now a mandatory area previously being assessed in isolation within maternity by UKHSA (previously PHE), now included on Blood Sciences UKAS scope as an accredited service.
- Assist with Pan-pathology QMS audits and audit calendar. Operate autonomously in a manner which raises reasonable findings and non-conformances to ensure continual improvement in the service
- Risk management compliance audit of pathology compliance for providing a riskbased approach to errors or incidents raised within the labo
Developments/Verifications
- Develop QPulse IT system to meet departments requirements as QMS evolvese.g. creating new fault categories, new root cause categories and audit checklists
IT
- Point of contact for Q-Pulse database issues. If Q-Pulse database is not discoverable (no-one can use QPulse) QA will contact Trust IT to instigate remedial actions in a timely manner that doesnt overtly affect the laboratories QMS.
Other Key Result Areas
- Work independently across Pathology and manage own workload without supervision.
- Work with other members of the multi-disciplinary team to maintain and support Departmental/Directorate practice and procedures.
- Work closely with the other members of the multi-disciplinary team to ensure thatactivity targets are achieved.
- Ensure that all tasks are organised and produced to expected standards and within reasonable timescales in response to service demands.
- Contribute to departmental accreditation and compliance with national standards, e.g. laboratory standard operating procedures, Blood Sciences (UKAS) inspection reports, MHRA and HTA inspections and reports ensuring all data is regularly reviewed and reflects current practice.
- Attend regulatory inspections as part of the quality team, answering questions, submitting evidence and required documents to auditors.
- Maintain and develop own knowledge and skills through appraisal, participating infurther training in order to sustain and enhance a high-quality service to patients
Job description
Job responsibilities
Operational
- Support the maintenance of the pathology quality management systems including Q-Pulse, Quality databases and departmental Quality and Key performance indicator dashboards.
- Manage and maintain a helpdesk to ensure resolution of technical and usability issues arising within the Q-Pulse or quality systems.
- Manage Q-Pulse and quality records to ensure compliance with RUH Pathology records retention policy and current legislation.
- Support the maintenance of accurate record keeping on QPulse, e.g. recording of external audits, including cleaning and transport audits.
- Follow up staff members on overdue QPulse workload
- Support the document controller for the whole of pathology including providing training and guidance to staff on the requirements of document control to meet regulatory expectations.
- Produce and distribute status reports from Q-Pulse on workload analysis and performance measurement for use at senior management or departmental meetings to support the effectiveness of the quality management system.
- Organise and attend departmental meetings as necessary, take minutes and distribute accordingly, e.g. departmental Quality Co-ordinators meetings.
- Undertake any actions identified at departmental meetings.
- Follow up staff members on actions identified at departmental meetings.
- Maintain Pathology website on Trust Intranet.
- Develop and manage Q-Pulse to allow the system to link with the RUH intranet to ensure documents are controlled in the correct manner and are available to users accessing the intranet.
- Support the development and use of a web-based feedback mechanism to assess customer satisfaction with RUH Pathology, analyse the results, propose and action service improvements
- Is a member of the Pathology Web Team.
- Gather information, assist with audit and collection of data as required for the department and the
- Trust, making use of in-house and external information systems, e.g. audit of turnaround times for specimens sent to external laboratories for analysis.
- Complete audits under the guidance of the Pathology Quality Manager, e.g. QPulse administration and document control audits.
- Make optimum use of the Trusts computer-based systems, ensuring that information is not duplicated, held or communicated in manual, i.e. paper-based, systems wherever possible, e.g. maintains IT-based laboratory documentation system, using QPulse for administration of the quality management system.
- Make innovative use of the Trusts IT-based systems ensuring that any new developments are implemented within the department.
- Organise and plan events as necessary and provide supporting information material, especially for process management and improvement projects.
- Manage the forward planner for Quality & Pathology Services.
- Assist, when necessary, with system back-ups, software updates and disaster recovery in co-ordination with the RUH lT department, including producing and maintaining SOPs to document these processes.
- Support business continuity arrangements by managing back-ups and upgrades of the Q-Pulse and quality databases.
Training
- Provide training to staff on the appropriate use of quality systems and assess competency on using the QPulse and quality management systems.
- Undertake staff quality induction, in line with Pathology processes.
- Encourage engagement of staff with the quality management system and improvement of the quality culture.
Health & Safety
- Follow health and safety instruction and training, especially when working within thelaboratory.
Reports
- Gather all data for the PQAD and compile data into spreadsheet for NHSI data collection. This is in addition to the KPI dashboard.
- Produce QMS status reports for quality meetings, Health and Safety, Point of Care Testing, hospital transfusion team meeting and Clinical governance.
- Datix Wrong blood in tube (WBITS) QA to produce report for WBIT events created in Q-Pulse and check Trust compliance with raising Datix where errors occur. This is an area of significant patient safety where QM has data to show no ward-raised WBIT events when lab notifies wards.
- Annual User survey QA to manage distribution of annual user survey to primary and secondary care. To analyse performance measured against previous years and compile user comments to feed into clinical governance / management meetings for laboratory improvement.
UKAS & ISO
- Ensure changes to the pathology website are quality managed in accordance with ISO 15189.
- Be responsible for approving changes in Q-Pulse (WEB/5 and WEB/6) as well as liaising with Web development team to implement changes.
Audits
- Integration of Antenatal and newborn screening programme (Sickle Cell & Thalassaemia) with the Pathology laboratory. This includes Maternity quality issues being escalated and monitored in Pathology, through KPI audits. This is now a mandatory area previously being assessed in isolation within maternity by UKHSA (previously PHE), now included on Blood Sciences UKAS scope as an accredited service.
- Assist with Pan-pathology QMS audits and audit calendar. Operate autonomously in a manner which raises reasonable findings and non-conformances to ensure continual improvement in the service
- Risk management compliance audit of pathology compliance for providing a riskbased approach to errors or incidents raised within the labo
Developments/Verifications
- Develop QPulse IT system to meet departments requirements as QMS evolvese.g. creating new fault categories, new root cause categories and audit checklists
IT
- Point of contact for Q-Pulse database issues. If Q-Pulse database is not discoverable (no-one can use QPulse) QA will contact Trust IT to instigate remedial actions in a timely manner that doesnt overtly affect the laboratories QMS.
Other Key Result Areas
- Work independently across Pathology and manage own workload without supervision.
- Work with other members of the multi-disciplinary team to maintain and support Departmental/Directorate practice and procedures.
- Work closely with the other members of the multi-disciplinary team to ensure thatactivity targets are achieved.
- Ensure that all tasks are organised and produced to expected standards and within reasonable timescales in response to service demands.
- Contribute to departmental accreditation and compliance with national standards, e.g. laboratory standard operating procedures, Blood Sciences (UKAS) inspection reports, MHRA and HTA inspections and reports ensuring all data is regularly reviewed and reflects current practice.
- Attend regulatory inspections as part of the quality team, answering questions, submitting evidence and required documents to auditors.
- Maintain and develop own knowledge and skills through appraisal, participating infurther training in order to sustain and enhance a high-quality service to patients
Person Specification
Qualifications
Essential
- IBMS Certificate of Achievement Part II or equivalent
Desirable
- Quality management qualification, including audit, root cause, LEAN training, etc.
Knowledge & Experience
Essential
- Theoretical knowledge of laboratory work across all disciplines
- Understanding of quality management and laboratory procedures
- Able to use Microsoft Office suite of programmes.
- Experience of maintaining IT and databases.
Desirable
- Previous experience of working in a laboratory
Specific Skills
Essential
- Ability to teach a technical subject to non-technical staff.
- Willingness to learn and develop in role.
- Good communication (oral and written) and interpersonal skills
- Able to work quickly and accurately and use initiative
- Able to organise self and own workload
Person Specification
Qualifications
Essential
- IBMS Certificate of Achievement Part II or equivalent
Desirable
- Quality management qualification, including audit, root cause, LEAN training, etc.
Knowledge & Experience
Essential
- Theoretical knowledge of laboratory work across all disciplines
- Understanding of quality management and laboratory procedures
- Able to use Microsoft Office suite of programmes.
- Experience of maintaining IT and databases.
Desirable
- Previous experience of working in a laboratory
Specific Skills
Essential
- Ability to teach a technical subject to non-technical staff.
- Willingness to learn and develop in role.
- Good communication (oral and written) and interpersonal skills
- Able to work quickly and accurately and use initiative
- Able to organise self and own workload
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).
