Administrative Officer

Weare seeking to recruit an enthusiastic person to appoint to our Quality Team inthe blood transfusion department as a Quality Administrative officer. We arelooking for a Quality Administrative officer, who is passionate about having akey role in maintaining systems and databases to support service planning andthe monitoring of performance of quality indicators. You will work as part ofthe quality team covering both of our transfusion laboratories at Leeds GeneralInfirmary and St. Jamess University Hospital.You will work very closely withthe Quality Manager whose key roles are to lead on Governance (Health andSafety, Risk Management and Quality Management) for Blood Transfusion with afocus on improving the effectiveness of the service in line with regulatory andaccreditation body requirements. We are looking for someone with greatcommunication skills and strong IT knowledge. You will be responsible formanaging the Electronic Quality Management System. You will need to have theability to manage your workload effectively, but also work well as part of ateam.If you are looking for a role where you can make a real difference, bepart of a friendly, supportive team, and develop your skills, this could be theperfect fit for you.

Main duties of the job

Asa quality admin, you will have a formal role in the provision of a full andeffective administrative and clerical support service to theDepartment/Service. You will also be responsible for managing the ElectronicQuality Management System, helping to develop new quality systems andprocesses, managing databases and producing reports as required. You will beexpected to arrange and plan your own work on a day-to-day basis within theoverall demands and priorities of the department.

About us

LeedsTeaching Hospitals Our Trust: We are committed to delivering the highestquality and safest treatment and care to every patient, every time. Our visionis to provide the highest quality specialist and integrated care. Central to itall is The Leeds Way our values and behaviours that are at the heart ofeverything we do. The Leeds Way values are: Patient centred, FairCollaborative, Accountable, Empowered Leeds Pathology Services are based acrossthree hospital sites at the Leeds Teaching Hospitals NHS Trust: The LeedsGeneral Infirmary, Chapel Allerton and St James University Hospital. PathologyCSU vision statement The Pathology CSU will be a leading service ofexcellence, responsive to patients needs, providing an environment for ourvalued teams that promotes innovation and engagement We passionately believein offering a world class service through our team of more than 740 dedicatedprofessionals.

Job responsibilities

KeyResponsibilities: Well organised and able to work on own initiative.Able towork effectively as part of a small team.Knowledge of a wide range ofadministrative proceduresUnderstanding of working in a complexorganisationCompile reports for management meetings. Provision of admin support relating tomanagement of quality and training records. E.g. auditing, compiling,archiving. Performing data manipulation routines to informquality/performance indicators and summarise the information in the requiredformat (e.g. dashboard). Day to day management of departmentaldatabases relating to quality management.Help to manage the maintenance, calibration and servicing oflaboratory equipment such as pipettes and thermometers, including performanceof acceptance testing where required. To act as a system administrator forthe electronic quality management system. Toengage in department audit activities and training as required. To work with departmental leads to maintainand update the information made available to users via the Pathology Website.To help the department comply with accreditation body requirements by helpingthe quality manager to develop fit for purpose quality systems and processes.Following a period of training, to perform root cause analysis during routineduties. To provide a full clericalsupport service to the department including organising, sorting and filingdocuments and papers; dealing with incoming and outgoing paper and electronicpost as required; photocopying, faxing and distributing information by post oremail; typing letters and other documents. Todeal with communications and ad hoc enquiries from staff and service users,members of the public, and a wide range of external organisations andprofessionals. Receiving and relaying general verbal/written messages andresponding by supplying straightforward information and guidance or referringto the relevant member of the department or other Trust staff as necessary. To provide administrative support formeetings as required e.g. organising meetings including checking accessarrangements, booking rooms and refreshments, sign language and ethnicminority language interpreters as appropriate, organising travel arrangements,administering expense forms, liaising with members regarding dates, sendingout notice of meetings, agendas and minutes.To attend any service meetings asrequired. This could include welcoming participants, organising refreshmentsand taking minutes and typing them up and circulating them after approval.Tocontribute to the departments approach to continuous quality improvement bycollating staff and user feedback in agreed formats.To work with the qualitymanager to deliver quality improvement projects and initiatives in line withdepartmental quality objectives.To undertake risk assessments including COSHHas part of on-going Trust and Departmental Health and Safety requirements(e.g. general risk assessments, fire safety).

Person Specification Experience

• Work experience in a health or social care settingCompetent in using other software

Additional requirements

• Competent in word processing, spreadsheet packages and databases

Qualifications

• GCSE in English and Maths or Equivalent
• Basic computer/typing qualificationsKnowledge of databases and how to generate reports

Skills & Behaviours

• Good written and verbal communication skillsWell organised and able to work on own initiative
• A good awareness of and understanding of issues surrounding diversity and patient involvement

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.