Job summary Pathology Quality Database & Administrative Assistant, Band 2 (16 hours a week) To maintain and report from, the Quality Management database. To provide information and administrative support to the Pathology Quality Team. The aim of the team is to achieve and maintain all regulatory and accreditation requirements from external organisations such as UKAS, MHRA, HFEA and HTA, as well as complying with Trust Policies and meeting Trust reporting requirements. Additional working pattern details: 16 hours per week over 3-4 days; to be agreed to suit the Team Previous applicants need not apply Please note that although this post is within Pathology, it is an administrative role and not a scientific role; it is not a route to becoming a registered biomedical scientist. Main duties of the job - Be part of the Pathology Quality Team, ensuring continued improvement of the team and Pathology as a whole. - Responsible for some aspects of the QMS database maintenance, including creating and archiving user accounts, ensuring information is correct, general 'housekeeping duties' within the system, extracting data, creating reports and scheduling audits. - Routine data input - Routine and ad-hoc report production, including, extraction and manipulation of data. - Deal with queries relating to data held, and ensuring the quality of data meets appropriate standards. - Follow written instructions and policies accurately. - Attend department meetings and all meetings of relevance to the role, including taking minutes when requested. - Clerical tasks as required i.e., photocopying, answering the telephone etc to support team members. - Support the team in managing the practical arrangements and documentation requirements for external assessments/inspections of Pathology. - Undertake any other appropriate duties commensurate with the role, as required at the request of your line manager. About us We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another.With a team of over 9,000 employees, we are proud to be the largest employer in Gloucestershire and rank among the top 10 largest Trusts in the South West region. By joining our Trust, you will benefit from an excellent package that includes exclusive benefits, flexible working opportunities and the chance to gain valuable experience in one of our innovative hospitals. As well as generous annual leave allowance, access to the excellent NHS pension scheme, competitive bank rates, discounts at local shops and restaurants, access to two on-site nurseries, discounted public transport, reward and recognition and a range of health and wellbeing initiatives to support you. Date posted 14 January 2025 Pay scheme Agenda for change Band Band 2 Salary £23,615 a year pa pro rata Contract Permanent Working pattern Part-time Reference number 318-24-D&S-T1931-A Job locations Gloucestershire Hospitals NHS Foundation Trust (Main base of work- Gloucester Hospital) Gloucester GL1 3NN Job description Job responsibilities The overall role of the Pathology Quality Database and Administrative Assistant is to support the Quality Team through the provision of up to date, accurate and consistent information/data, therefore enabling Pathology to meet external regulation and accreditation requirements. In summary, this takes the forms of: - Management of some aspects of the Quality Management System (QMS) database. Reporting; extraction and manipulation of data. - Data Input Following written instructions and policies accurately. - Clerical tasks as required i.e., photocopying, answering the telephone etc to support team members - Helping with the organising of visits of external organisations, and managing the large volume of records associated with the visits. - Being an advocate of Quality Management systems within Pathology. Please see supporting Job Description document for full information on the main responsibilities of this vacancy Job description Job responsibilities The overall role of the Pathology Quality Database and Administrative Assistant is to support the Quality Team through the provision of up to date, accurate and consistent information/data, therefore enabling Pathology to meet external regulation and accreditation requirements. In summary, this takes the forms of: - Management of some aspects of the Quality Management System (QMS) database. Reporting; extraction and manipulation of data. - Data Input Following written instructions and policies accurately. - Clerical tasks as required i.e., photocopying, answering the telephone etc to support team members - Helping with the organising of visits of external organisations, and managing the large volume of records associated with the visits. - Being an advocate of Quality Management systems within Pathology. Please see supporting Job Description document for full information on the main responsibilities of this vacancy Person Specification Qualifications Essential Educated to GCSE C/5 or above in Maths and English, and Science Experience Essential Experience of working with Microsoft Office, including Excel Experience of following written procedure or guides Experience of checking and correcting information/data for consistency Desirable Experience of the using Excel beyond basic functionality - such as for the sorting and manipulation of data Experience of working with and understanding of the basic structure of a databases Appropriate experience of working in the NHS Experience of working in an office environment, carrying out administrative tasks, to set deadlines Knowledge and Skills Essential Excellent attention to detail Able to maintain a high level of concentration and focus in a busy office environment Ability to have a flexible work approach, to respond to changing demands and deadlines An enthusiasm for following process and procedure A desire to support the quality team in its goal to produce accurate and consistent information - with the ultimate aim of improving quality in Pathology Good interpersonal skills; the ability to listen, understand and respond effectively to enquiries Excellent written and verbal communication skills with a good command and understanding of the English language, punctuation and grammar which allows the post-holder to connect with a wide range of people Ability to work well within a team and use own initiative The ability to meet the physical requirements of a desk-based job, almost entirely VDU work Desirable Basic Knowledge of the elements of a Quality Management System Person Specification Qualifications Essential Educated to GCSE C/5 or above in Maths and English, and Science Experience Essential Experience of working with Microsoft Office, including Excel Experience of following written procedure or guides Experience of checking and correcting information/data for consistency Desirable Experience of the using Excel beyond basic functionality - such as for the sorting and manipulation of data Experience of working with and understanding of the basic structure of a databases Appropriate experience of working in the NHS Experience of working in an office environment, carrying out administrative tasks, to set deadlines Knowledge and Skills Essential Excellent attention to detail Able to maintain a high level of concentration and focus in a busy office environment Ability to have a flexible work approach, to respond to changing demands and deadlines An enthusiasm for following process and procedure A desire to support the quality team in its goal to produce accurate and consistent information - with the ultimate aim of improving quality in Pathology Good interpersonal skills; the ability to listen, understand and respond effectively to enquiries Excellent written and verbal communication skills with a good command and understanding of the English language, punctuation and grammar which allows the post-holder to connect with a wide range of people Ability to work well within a team and use own initiative The ability to meet the physical requirements of a desk-based job, almost entirely VDU work Desirable Basic Knowledge of the elements of a Quality Management System 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. Employer details Employer name Gloucestershire Hospitals NHS Foundation Trust Address Gloucestershire Hospitals NHS Foundation Trust (Main base of work- Gloucester Hospital) Gloucester GL1 3NN Employer's website https://www.gloshospitals.nhs.uk/ (Opens in a new tab)