BSPS Quality Administrator – Band 4

Job Overview

The Berkshire and Surrey Pathology Services (BSPS) Quality Department is seeking to recruit a Quality Administrator to join our busy team. As the department Quality Administrator, you will be providing administrative and secretarial support for the BSPS Head of Governance, BSPS Lead Quality Manager and Quality/Governance Department. This will include the preparation and collating of meeting reports, agendas and minutes in addition to providing meeting packs for the team were required. As the Quality Administrator you will be required to take minutes of meetings and arrange room bookings for the BSPS Quality and Governance meetings across the various network hospital sites as well as collating and distributing meeting papers. You will also be required to provide audit support for the Quality Department including typing audit reports and administrative support for the ongoing management of the BSPS Audit Schedules.

Main duties of the job

To provide administrative support for the BSPS Lead Quality Manager and Quality Department including management of preparation and collating of meeting reports and minutes, minute taking, room booking and coordination of Quality and Governance meetings, diary management, audit support, filing, user survey administration support, training and competency records management.

To provide a professional, friendly and efficient service to service users, acting as a point of contact for a range of queries and routine information

Working for our organisation

Frimley Health NHS Foundation Trust is committed to being an inclusive and disability confident employer and has been awarded the Gold for the Armed Forces Employment Recognition Scheme. We provide first class development opportunities for all staff and have a wide range of professional, management and leadership, and clinical skills training available.

Here at Frimley Health NHS Foundation Trust, we know how important it is to have a healthy work life balance; this benefits not only individuals but the patients we care for too.

We encourage applications from people who wish to work on a flexible basis, recognising that flexibility may mean a range of different working patterns and hours, we do our utmost to work with our staff to meet their needs and the needs of our service and its users.

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Detailed Job Description And Main Responsibilities

• To provide administrative and secretarial support to the BSPS Quality Department. This will include preparation and distribution of agenda, minutes and other documents as well as arranging venues and ordering refreshments when required.
• To maintain effective filing systems for the management of quality records that relate to the BSPS Quality Management System.
• To develop and maintain effective working relationships with other staff within the department, BSPS and the Trusts
• When requested produce reports for the Quality Department supplying information in the most appropriate format and within agreed deadlines
• To plan and organise own work schedule demonstrating effective time management and a high level of accuracy
• To obtain and organise information and data in support of own work activities and scheduled audits, maintaining confidentiality in accordance with data protection regulations.
• Resolve conflicting diary appointments as they arise
• Organise disposal of confidential waste
  
  

Training And Competency Records Management

• Enter training and competency data onto the BSPS Quality Training Database
• Produce regular reports from the training database
• Ensure that where there is training provided by the Quality Department that the required documentation including attendance sheets are available
• Book rooms for training and competency assessment when required
• Advertise training events within the BSPS network and by contacting appropriate staff
• Maintain a booking sheet for staff who wish to attend training sessions and provide them with the information when appropriate
  
  

Quality Management System audit support

• Provide audit support to the Quality Department including typing audit reports
• Arrange in conjunction with the Quality Department audits across the network
• Provide administrative support required for the ongoing management of the BSPS Audit Schedule
  
  

Meetings administration

• Book rooms for Quality and Goverance meetings
• Compile meeting papers and reports and send to attendees prior to the meeting
• Minute taking
• Transcription and typing minutes using Dictaphone
• Update records on the QMS with finalised meeting minutes
  
  

Procurement Support

• Provide support to the Quality Department in the procurement or services and consumables
• Administrative support in the use of the Trust procurement system
• Maintain stock levels of stationary and other office equipment, ordering stock as required on EROS
  
  

User surveys

• Assist the Quality Department in the distribution, collating and writing of user satisfaction surveys
• Provide support for the administration of surveys on authorised survey website
  
  

Person specification

Able to travel between BSPS sites were required

Essential criteria

• Able to travel between BSPS sites were required
  
  

Experience And Qualifications

Essential criteria

• A-levels or equivalent academic standard, or equivalent experience
• NVQ level, RSA 3 or equivalent knowledge
• Computer literate including Microsoft office packages (Excel, Powerpoint, Word, Outlook, Project)
• Good working knowledge of MS Outlook, Word and Excel
• Good written and oral communication skills
• Good organisational skills
• Data input skills
  
  

Desirable criteria

• Evidence of continuing professional development
• Experience of organising own workload to time specified deadlines
  
  

Essential criteria

• Experience of organising own workload to time specified deadlines
  
  

Frimley Health NHS Foundation Trust (FHFT) has an outstanding reputation and a proud record of achievement. As a well performing, well led and ambitious Foundation Trust, we have exciting times ahead of us. We have an ongoing commitment to improving the health and care services for the 900,000 people we serve across Berkshire, Hampshire, Surrey and south Buckinghamshire.

We are proud of the ambitions laid out in our strategy, Our Future FHFT, including our vision to be a leader in health & wellbeing, delivering excellence for our communities.

We continue to invest in our services and facilities, including a £10 million upgrade to the hospital maternity unit as well as £49m major new Emergency Assessment Centre on our Wexham Park site. The opening of a brand new £100m state of the art hospital which replaced the existing hospital facility at Heatherwood and are planning to invest further in diagnostics and inpatient capacity at Frimley Park.

We have also made significant investment in our quality improvement and digital programmes to support our vision and we will ensure that we achieve our aim of providing the highest quality healthcare to our patients. Our new EPR – Epic – went live in June and we are already beginning to reap the benefits of this ambitious investment.

Our three core values, and the behaviours that support them, guide everything we do and set out what we expect of our staff in the way they treat patients, visitors, service users and each other, Committed to Excellence, Working Together and Facing the Future.

Apply online now