Quality, Governance and Office Manager

University Hospitals Coventry and Warwickshire; Coventry; On-site; GBP 23,000 - 30,000; Full time

Job summary

A prominent healthcare institution in the UK seeks an administrator for the Pre-Analytics department. The role involves managing clerical services, supporting compliance with quality standards, and coordinating communication with various stakeholders. Candidates should be prepared for values-based assessments during the interview process, showcasing their commitment to the institution's values. This position also has accessibility requirements due to the nature of the role.

Responsibilities

• Prepare and submit draft agendas, action logs, and minutes for meetings.
• Establish systems for handling incoming and outgoing calls and mail.
• Communicate with staff and external organisations effectively.
• Manage administration and clerical service within the Pre-Analytics department.

Job description

Detailed job description and main responsibilities

Administration and office management

• To prepare and submit draft agendas, action logs and minutes as well as other papers, for meetings arranged by the Pre-Analytic management team.
• To establish and operate effective systems for handling incoming and outgoing telephone calls and mail for the Pre-Analytic Team with the responsibility to ensure that general and specific enquiries are appropriately managed and responded to on the behalf of the Pre-Analytic team
• Communicate with staff and/or external organisations using appropriate methods. This includes but is not limited to stakeholders; primary care, secondary care, local blood clinics, GP practises and QE Facilities our transport providers.
• Manage all the administration and clerical service within the Pre-Analytics department including line management of the Phlebotomy Administration Specialist.

Quality and Governance

• Assist the Pre-Analytics Management Team, Senior supervisors and supervisors with the maintenance of Q-Pulse and the ongoing administration of the system to provide workload information relating to outstanding audits, non-conformances, documents for review and outstanding acknowledgements.
• Support the Pre-Analytic management team to ensure compliance with local and national quality standards e.g. UKAS, MHRA. including managing report deadlines, submissions and oversight of actions required to be implemented by the Pre-Analytic team.
• To ensure any complaints/PALS enquiries or matters of concern are brought to the attention of the Management team and are dealt with appropriately.
• Identify appropriate audits, schedule their completion, and monitor compliance.
• Monitor that training is being delivered consistently and in compliance to the standards set.

Person specification

Qualifications

Essential criteria

• see supporting documents

Desirable criteria

• see supporting documents

Experience

Essential criteria

• see supporting documents

Desirable criteria

• see supporting documents

Knowledge

Essential criteria

• see supporting documents

Desirable criteria

• see supporting documents

Skills

Essential criteria

• see supporting documents

Commitment to Trust Values and Behaviours

To ensure that we provide world‑class patient care, UHCW recruits people that can demonstrate the Trust's Values and Behaviours in their everyday life. Therefore, if you are invited to interview, you will be undertaking a Values Based Interview/Assessment, which explores not only what you do but how and why you do it. Before applying, we encourage you to review the Trust's Values and Behaviours which can be accessed on the right side of this page under the job description. The Supporting Information Section in your application should therefore reflect your understanding of the Trust's Values and associated Behaviours. You will be expected to provide us with examples from work experience and/or personal life which demonstrate these values through your behaviour.

The Trust is committed to Equal Opportunities within the workplace. All vacancies will be considered for Job Share unless otherwise stated. All applicants who have a disability and who meet the minimum criteria for the job will be interviewed. Where a post has an overwhelming response, this Trust may use random selection in order to reduce numbers to interview, any disabled applicants will automatically be guaranteed an interview and will be exempt from this process.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Application numbers

Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.

Documents to download

• Job Description and Personal Specification (PDF, 744.3KB)
• Welcoming Disabled Candidates (PDF, 371.7KB)
• Candidate Information (PDF, 736.7KB)