Histopathology Quality Management Administrator / Personal Assistant
Robert Jones and Agnes Hunt Orthopaedic Hospital NHS Foundation Trust
An exciting opportunity to provide a wide range of support to the Pathology Manager in the role of Personal Assistant and Quality Manager Administrator based in one of only five laboratories that provide a primary bone cancer diagnostic service in England. This role is offered as a permanent position working 37.5 hours per week, Monday to Friday 09.00 to 17.00hrs, working with a small dedicated team providing a diagnostic orthopaedic pathology service to Shropshire.
Main duties of the job
To provide a PA/secretarial service to the Pathology Manager and assist the Histopathology Quality Manager with the administration of the departmental Quality Management System.
The postholder will work autonomously and collaboratively with the Histopathology team and other service users. They will be required to develop systems to monitor patterns and trends in the Quality Management System (QMS) associated with meeting the standards required of ISO 15189:2012/22 Medical Laboratory Standards.
In this role, you will also line manage the existing secretarial team.
Job responsibilities
You will be preparing draft agendas for appropriate meetings, taking detailed formal minutes, and assisting with support work for visits, gathering information from various sources. You will receive, filter, monitor, and action incoming communications, take accurate messages, and deal with telephone inquiries in a professional manner.
You will organize electronic diaries, ensuring file and meeting preparations are brought forward, and be aware of and able to adjust plans at short notice.
You will use excellent communication skills to develop relationships with a range of people, including work colleagues within the Histopathology Department, Trust Executive Directors, Senior Managers, Department and Service Heads, and other members of staff within the Trust, as well as service users.
You will be responsible for interpreting gathered information into spreadsheets, graphs, and reports, and coordinating the collection of complex data to meet the ISO 15189 Medical Laboratory Standards as well as document control to ensure the maintenance of the Quality Management System (QMS).
Person Specification
Qualifications/Training
* Education to GCSE level or equivalent as a minimum (including Maths and English)
* RSA Stage III
* Vocational Level 3 or equivalent
Experience
* Working in an office environment
* Experience to Vocational Level 3 or equivalent
* Able to deal with non-routine issues, such as problem solving for an area of work or developing alternative procedures
* Formal minute taking
* Knowledge of the audit process and carrying out audits
* Accountable for own professional actions
* Able to supervise and provide leadership to the department's admin staff
Skills
* Excellent written, oral, and communication skills
* Demonstrable leadership skills
* Ability to manage own schedule and resolve problems effectively with minimal supervision
Knowledge
* Knowledge of secretarial and administrative procedures and systems
* Knowledge and understanding of Laboratory Information Systems (LIMS)
* Understanding of Trust EPR and Bluespier systems
* Understanding the requirements to meet ISO 15189:2012 Medical Laboratory Standards
* Able to think independently
Personal Attributes
* Ability to work well under pressure and to deadlines whilst maintaining accuracy
* Able to prioritize work with good organizational skills
* Ability to form good working relationships with service users, staff, and external agencies
* Ability to sustain concentration working with documentation for long periods
* Flexibility
* High level of integrity and honesty
* Ability to work autonomously and as part of a team
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.
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