Job summary The successful candidate will be required to provide administrative and clerical support to ensure the smooth running of the Aseptic Services Department.Using your own initiative and working within appropriate guidelines youwill assist in the maintenance and day to day management of the quality management systems for the Aseptic Services Department. This will include inputting and extracting datafrom Q-Pulse, Aria, Ascribe (EMIS) and other systems to ensure financial and quality key performance indicators are being achieved. Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification. Main duties of the job The main purpose of this role is to provide support to the Quality Systems Manager and the wider Aseptics Senior Management Team. The post may involve cover when colleagues are on annual leave or absent due to sickness and will involve making independent judgements but referring to seniors when necessary. You will be responsible for inputting quality management data to produce documentation and reports relating to deviations, out of specifications and errors for daily and monthly quality management system meetings. You will be responsible for the compilation of data for the production services capacity plan relating to workload, error rates, overtime and sickness levels. You will also be responsible for accurately inputting data onto external ordering systems to order outsourced pharmaceutical products. About us We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted. Date posted 24 March 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year £24,071 - £25,674 Per Annum Contract Permanent Working pattern Full-time Reference number 216-AM-C6863545 Job locations Pharmacy Department, Derriford Hospital Derriford Hospital, Derriford Road, Plymouth Devon, PL6 8DH Plymouth PL6 8DH Job description Job responsibilities Q-Pulse documentation management system To input non-conformances into the QMS system daily. To monitor and maintain document control within the QMS system. To manage, maintain and monitor the Assets module within Q-Pulse, arranging equipment maintenance and servicing where required. To assist in validating new processes and work streams within Q-Pulse. To monitor standard operating procedures for Q-Pulse. To assist with the training of pharmacy personnel on the use of Q-Pulse. To add and remove personnel accounts when required. To work with the Quality Systems Manager and senior pharmacy staff with regards to the introduction and development of any new processes and procedures required Aria chemotherapy prescribing system To generate and analyse reports from Aria, the chemotherapy prescribing system as required by the Aseptic Services Manager and the Oncology/Haematology Pharmacists and manipulate the data for presentation at clinical and operational meetings. To print copies of patient prescriptions from Aria and identify the most appropriate production work stream to follow. To supervise and train any new personnel in the functionality and efficient use of Aria. For further details please see JD&PS. Job description Job responsibilities Q-Pulse documentation management system To input non-conformances into the QMS system daily. To monitor and maintain document control within the QMS system. To manage, maintain and monitor the Assets module within Q-Pulse, arranging equipment maintenance and servicing where required. To assist in validating new processes and work streams within Q-Pulse. To monitor standard operating procedures for Q-Pulse. To assist with the training of pharmacy personnel on the use of Q-Pulse. To add and remove personnel accounts when required. To work with the Quality Systems Manager and senior pharmacy staff with regards to the introduction and development of any new processes and procedures required Aria chemotherapy prescribing system To generate and analyse reports from Aria, the chemotherapy prescribing system as required by the Aseptic Services Manager and the Oncology/Haematology Pharmacists and manipulate the data for presentation at clinical and operational meetings. To print copies of patient prescriptions from Aria and identify the most appropriate production work stream to follow. To supervise and train any new personnel in the functionality and efficient use of Aria. For further details please see JD&PS. Person Specification Qualifications Essential GCSE grades A-C in English and Mathematics NVQ Level 3 in Business and Administration (or equivalent demonstrable experience) Desirable Level 3 diploma for Business Administrators Knowledge & Experience Essential Demonstrable experience of working in an office environment in an administrative role. Proven knowledge of MS software e.g. Word/Excel/Access/PowerPoint. Desirable Previous demonstrable experience working in a healthcare environment. Aptitude & Abilities Essential Understanding of the application of Quality Systems to the clinical working environment. Ability to analyse complex data and processes. Person Specification Qualifications Essential GCSE grades A-C in English and Mathematics NVQ Level 3 in Business and Administration (or equivalent demonstrable experience) Desirable Level 3 diploma for Business Administrators Knowledge & Experience Essential Demonstrable experience of working in an office environment in an administrative role. Proven knowledge of MS software e.g. Word/Excel/Access/PowerPoint. Desirable Previous demonstrable experience working in a healthcare environment. Aptitude & Abilities Essential Understanding of the application of Quality Systems to the clinical working environment. Ability to analyse complex data and processes. 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. Certificate of Sponsorship 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. Certificate of Sponsorship 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). Employer details Employer name University Hospitals Plymouth NHS Trust Address Pharmacy Department, Derriford Hospital Derriford Hospital, Derriford Road, Plymouth Devon, PL6 8DH Plymouth PL6 8DH Employer's website https://www.plymouthhospitals.nhs.uk/ (Opens in a new tab)