If you have an eye for detail and enjoy contributing to quality improvement, this could be the role for you. We are looking for an individual who can support the day‑to‑day functioning of our Quality Management System (QMS) by providing administrative support to the Quality Manager and departmental leads. The post holder will coordinate Pathology’s quality management and governance issues to support the effectiveness of the QMS throughout Pathology. A background in laboratory or laboratory quality work, or a desire to develop a career in quality management, is desirable.
This is a permanent, full‑time position. Working hours are 08:00–17:30, Monday to Friday.
Key Responsibilities
* Maintain Pathology’s QMS by undertaking internal quality audits, monitoring departmental performance against Key Performance Indicators (KPIs), and collating QMS performance reports.
* Maintain the Pathology website and ensure updates are controlled and recorded.
* Support the maintenance of quality management systems including Q‑Pulse, quality databases, and departmental KPI dashboards.
* Manage a helpdesk to resolve technical and usability issues arising within Q‑Pulse or other quality systems.
* Ensure Q‑Pulse quality records comply with the RUH Pathology records retention policy and current legislation.
* Record external audits (e.g., cleaning and transport audits) and maintain accurate Q‑Pulse records.
* Follow up on overdue Q‑Pulse workload and on actions identified at departmental meetings.
* Serve as document controller for Pathology: provide training and guidance to staff on document control to meet regulatory expectations.
* Produce and distribute status reports from Q‑Pulse on workload analysis and performance measurement for senior management and departmental meetings.
* Organise and attend departmental meetings, take minutes and distribute them accordingly.
* Maintain the Pathology website on the Trust intranet.
* Develop and manage Q‑Pulse to link with the RUH intranet, ensuring documents are controlled correctly and remain available to users.
* Support the development and use of a web‑based feedback mechanism to assess customer satisfaction, analyse the results, and propose service improvements.
* Assist with system backups, software updates, disaster recovery in coordination with the RUH IT department, and produce SOPs for these processes.
* Manage the forward planner for Quality & Pathology Services.
* Support business continuity arrangements by managing backups and upgrades of Q‑Pulse and quality databases.
Training and Induction
* Provide training to staff on the appropriate use of quality systems and assess competency in Q‑Pulse and other quality management systems.
* Conduct staff quality induction in line with Pathology processes.
* Encourage staff engagement with the quality management system and improvement of the quality culture.
Health & Safety
* Follow health and safety instruction and training, especially when working within the laboratory.
Reporting
* Gather data for the PQAD and compile it into spreadsheets for NHSI data collection, in addition to the KPI dashboard.
* Produce QMS status reports for quality meetings, Health and Safety, Point of Care Testing, hospital transfusion team meetings, and Clinical governance.
* Generate Datix Wrong Blood In Tube (WBITS) reports for WBIT events created in Q‑Pulse and check Trust compliance with raising Datix where errors occur.
* Manage the distribution of the annual user survey to primary and secondary care, analyze performance against previous years, and compile user comments for laboratory improvement.
UKAS & ISO
* Ensure changes to the pathology website are quality‑managed in accordance with ISO 15189.
* Approve changes in Q‑Pulse (WEB/5 and WEB/6) and liaise with the Web development team to implement them.
Audits
* Integrate antenatal and newborn screening programmes (Sickle Cell & Thalassaemia) with the Pathology laboratory, monitoring maternity quality issues and KPI audits.
* Assist with pan‑pathology QMS audits and audit calendar management.
* Conduct risk‑management compliance audits for pathology.
Developments & Verifications
* Develop Q‑Pulse IT system to meet departmental requirements (e.g., new fault categories, root cause categories, audit checklists).
IT Coordination
* Point of contact for Q‑Pulse database issues; liaise with Trust IT for remedial actions when Q‑Pulse is unavailable.
Other Key Result Areas
* Work independently across Pathology and manage own workload without supervision.
* Collaborate with multidisciplinary team members to maintain and support departmental practice and procedures.
* Ensure activity targets are achieved and tasks are completed to expected standards within reasonable timescales.
* Contribute to departmental accreditation and compliance with national standards (e.g., UKAS, MHRA, HTA).
* Attend regulatory inspections as part of the quality team, providing evidence and required documents to auditors.
* Maintain and develop personal knowledge and skills through appraisal and further training to sustain high‑quality service.
Due to recent changes in UK immigration and visa rules, applicants who do not currently have the right to work in the UK may not be considered unless an alternative right to work solution can be provided. Candidates requiring sponsorship must review the eligibility criteria on the gov.uk website before applying: Prove your right to work to an employer.
During your employment, you will work for a hospital that values compassion, inclusion, and innovation. We support staff wellbeing through a comprehensive programme and pride ourselves on being one of the top hospitals to work for in the country. Join our team to contribute to patient care and a supportive workplace community.
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