Pathology Quality Management Administrative Assistant
Job Description
Job summary
An exciting opportunity has arisen at Mid Yorkshire Teaching Trust for a Pathology Quality Administrative Assistant. The post holder will be an integral part of the Quality Management Team within Pathology.
Mid Yorkshire Teaching Trust covers three sites Pinderfields, Dewsbury and District Hospital and Pontefract Hospitals. The Pathology department consists of Biochemistry, Haematology, Blood Transfusion, Microbiology, Cellular Pathology, Mortuary, Phlebotomy, Point of Care, Anticoagulation and Specimen Reception.
The successful candidate will be based at Pinderfields Hospital. The Post is full time based on a 37.5 hour working week Monday Friday with the opportunity to work flexible hours.
The post will report into the Pathology Quality and Research Manager. Pathology is part of the Families and Clinical Support Division.
For further information and to arrange a visit please contact Emma Naylor Pathology Quality and Research Manager enaylor1@nhs.net (01924) 317003
Main duties of the job
We are looking for a motivated, innovative and compassionate individual to support the effective operation of the Pathology Quality Management System (QMS).
The post holder will have a key role supporting the department with Clinical Governance, Risk Management, and maintaining compliance with regulators such as MHRA, HTA, CQC, and UKAS.
About us
We are an acute trust caring for over half a million people in Wakefield and Kirklees. Our 10,000 staff work in patients homes, the community, and our three hospitals in Pontefract, Dewsbury, and Pinderfields (Wakefield). We prioritise our people and values so we can deliver the best possible care to patients. Our team is friendly, passionate, and innovative, always seeking better ways to work.
We support work-life balance and foster a diverse, inclusive environment where everyone belongs. Our staff networks offer safe spaces to share ideas and concerns so we can increase awareness and appreciation of equality, diversity, and inclusion. We welcome applicants from all backgrounds and especially encourage members of the LGBTQ+ community, ethnic minority groups, and people with disabilities or neurodivergence to apply, as they are currently underrepresented in the Trust.
If you value caring, high standards, improvement, and respect, join the MY team to make a difference every day.
Application guidance: We understand that more applicants are using AI technology to help with their applications. While these tools can be useful, they cannot fully capture your skills, knowledge, and experience. Its important that you personalise your application. Relying solely on AI is not recommended, as it may reduce your chances of success. Our screening process is thorough, so if you have used AI, please make sure to disclose this on your application form.
Job responsibilities
Provide secretarial support for the Quality and Research Manager (QRM) , Deputy Quality Manager, and the Quality Coordinator including word-processing of correspondence and reports, editing and formatting of complex documents, photocopying, data preparation and data input using Word, Excel, Power point and Q-Pulse the electronic Quality Management System.
To maintain the diary (calendar) of the Quality & Research manager in a constructive and supportive way, drawing attention to commitments in advance of daily schedules.
Organise meetings on request, ensuring appropriate venues are booked and that hospitality is available when required.
Assist with the servicing of meetings for the Quality Management Team and Pathology Directorate Clinical Governance Team including preparation and distribution of agendas and taking minutes.
Assist with the servicing of meetings as requested by the Quality Manager including meetings with partner organisations.
Arrange training sessions (as advised by the Quality and Research Manager) including room bookings, training materials, appointments etc. and notifying/confirming staff attendance at these sessions where appropriate.
Responsible for the management of photocopiers/ printer within Pathology including stock management, minor problem solving and reporting faults to the manufacturers.
Assist the Quality and Research Manager with document control i.e the timely review of the Trust documents on Q-Pulse, ensuring that the URL links to the Trust intranet locations are in working order, and in particular the control of hard/ paper copies of documents.
Perform HCPC registration check for BMS staff on a 4 monthly basis.
Assist the Quality and Research Manager with the internal management or mandatory training and appraisals in line with Trust Targets. Working closely with Organisational Development sending reports and scans of completed mandatory training and appraisals to keep Q-Pulse records in sync with their records.
Ensure the maintenance of process and quality records used within the QMS including records of non-conformances, Quality improvement notes, change controls, audit schedules and audit records.
Producing a departmental list of staffs outstanding document acknowledgment on Q-Pulse, for chiefs and teams leaders to monitor closely
To produce key performance indicators figures on a monthly basis.
Maintain a database/record of all Pathology meeting minutes on the electronic Quality Management System (Q-Pulse).
Person Specification
Skills and Abilities
Essential
- Excellent interpersonal skills
- Ability to communicate with all levels of staff
- An ability to manage a variety of tasks at the same time.
- Able to work within defined boundaries relating to own competence.
- Ability to relate the passage of information to others and strictly maintaining confidentiality at all times.
- Able to work as part of a large team where liaison with other disciplines external to the Secretariat or
- Directorate is required.
- Advanced word processing skills, including editing and formatting complex documents
- Good communication skills
- Good organisational skills
Desirable
- Knowledge of Word, Excel, Powerpoint and Access software packages
Personal Attributes
Essential
- Ability to liaise with all grades of staff
- Attention to detail and accuracy in production of work
- Flexible approach to hours of work and duties
- Willing to work as part of a team
Desirable
- A willingness to undertake personal development. Prepared to learn and use a variety of computer packages
Other
Essential
- Good timekeeping and attendance record
Qualifications
Essential
- General education to GCSE level
- word processing qualification.
Desirable
- ECDL qualification or equivalent in Excel, Access, Powerpoint, etc
Experience
Essential
- Experience of common office procedures such as establishment and maintenance of filing systems, maintenance of electronic diaries, arrangement of meetings
Desirable
- Ability to service meetings including taking minutes.
- Experience of working in the NHS in an admin role.
Knowledge and Awareness
Essential
- Understands the political environment within the NHS & the need for excellent customer care.
- Knowledge of working within the boundaries of strict confidentiality.
- Aware of general NHS policy relating to own sphere of work.
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
The Mid Yorkshire Teaching NHS Trust
Address
Pathology Department, Pinderfields Hospital
Aberford Road
Wakefield
West Yorkshire
WF1 4DG
