Quality Team Associate (XN04)

Leeds Teaching Hospitals; Leeds; On-site; GBP 60,000 - 80,000; Full time

Job summary

A healthcare provider in the UK is seeking a Quality Team Associate to provide administrative support to Quality, Health & Safety, and HTA working groups. The ideal candidate will possess excellent interpersonal, organizational, and time management skills, along with familiarity with IT systems. Responsibilities include supporting compliance issues, managing regulatory data, and participating in HTA licensing activities. This role offers the chance to contribute to an innovative department committed to high standards and continuous improvement.

Qualifications

• Proven record of good personal organisation and ability to cope with varied targets.
• Experience in delivering audits and service improvement initiatives.
• Knowledge of Quality management systems and accreditation body requirements.

Responsibilities

• Provide administration support to Quality, H&S, and HTA working groups.
• Participate in activities relating to HTA licensing.
• Input and collate regulatory data for internal processes.
• Act as the main point of contact for compliance issues.

Skills

Excellent interpersonal skills

Time management

Organizational skills

Good IT skills

Ability to solve complex problems

Education

GCSE in English or Equivalent

GCSE in Maths or Equivalent

Foundation or Honours degree in a healthcare science or related discipline

Job description

Aunique opportunity has arisen for an enthusiastic, proactive, motivated andpassionate individual to join the Department of Cellular Pathology working asa Quality Team Associate.

Thepost holder will provide administration support to Quality, H&S and HTAworking groups.

Theposition is primarily based at St Jamess Hospital but there may be arequirement for cross site cover to meet service demands.

Successfulcandidates will be able to demonstrate excellent interpersonal andcommunication skills with the ability to forge and maintain relationships.The ability to manage and prioritise a large and varied workload, quicklyfind solutions and to focus on critical issues when decision making are allessential.

Ideallythe candidate should possess excellent time management andorganisationalskills and familiarity with IT systems.

Knowledgeof Quality management systems and accreditation body requirements would beadvantageous.

Aninnovative department, we were the first laboratory in the UK digitallyscanning all surgical slides and the first to introduce automated tissuesectioners to the UK.

Expectedinterview date: 7th January 2026

Main duties of the job

Thepost holder will provide administration support to Quality, H&S and HTAworking groups.

Theywill be the main point of contact for all Health & Safety, Quality andCompliance related issues for the team. The post holder will be the linkperson between the site and the Organisational Health & Safetyteam aswell as attending various audits to provide assurance against relevantrequirements.

Theywill help to embed quality systems and process within all departmental labsections at all hospital sites, working flexibly to meet staff training andservice development needs as and when required.

Participatein activities relating to HTA licensing, including managing licensing queriesand requests for information from stakeholders providing advice and guidancevia telephone and email.

Input,extract and collate regulatory data to inform internal regulatory processesincluding inspection preparation and licence management.

About us

Thedepartment provides Histopathology, Andrology, Immunohistochemistry, Muscle,Molecular, Non Gynae Cytology and mortuary services for Leeds TeachingHospitals Trust and surrounding primary care centres. We are a well equipped and innovativedepartment being the first laboratory in the UK digitally scanning 100% ofsurgical slides, also introducing the UK's first automated tissue sectioners.We process circa 58,000 surgical cases, 2,000 autopsy cases and 6000 non-gynaecologicalcytology cases per annum. We are acontinually improving department, striving for high quality staff andprocesses. As a training hospital we serve to expand the knowledge and skillsof all staff. There are plenty of opportunities to become involved, andfurther development is encouraged. Wehave UKAS accreditation to ISO15189 standards. We endeavour to follow 'The Leeds Way' atall times putting the patient first at all times.

LeedsTeaching Hospitals is committed to our process of redeploying 'at risk'members of our existing workforce to new roles. As such, all our job advertsare subject to this policy and we reserve the right to close, delay or removeadverts while this process is completed. If you do experience a delay in theshortlisting stage of the recruitment cycle, please bear with us while thisprocess is completed, and contact the named contact if you have anyquestions.

Job responsibilities

Provideadministration support to Quality, H&S and HTA working groups.

Participatein activities relating to HTA licensing, including managing licensing queriesand requests for information from stakeholders providing advice and guidancevia telephone and email.

Input,extract and collate regulatory data to inform internal regulatory processesincluding inspection preparation and licence management.

Thepost holder will be the main point of contact for all Health & Safety,Quality and Compliance related issues for the team. The post holder will bethe link person between the site and the Organisational Health & Safetyteam as well as attending various audits to provide assurance againstrelevant requirements.

Thepost-holder will deliver day to day training in audit and other qualitymanagement functions to other staff having themselves been trained in full bythe quality manager.

Theywill help to embed quality systems and process within all departmental labsections at all hospital sites, working flexibly to meet staff training andservice development needs as and when required.

Theywill apply expert knowledge and skills in quality management and complyingwith accreditation standards at all times and work closely with the qualitymanager to continually develop their knowledge.

Theywill assist with the delivery of a risk management programme, helping todeliver risk assessments and instigate control measures in order to ensurefull compliance with Trust and National Health and Safety standards and helpto maintenance a safe working environment.

Followingtraining in root cause analysis and incident investigation, they will supportwith investigations into incidents and other forms of nonconformity,including the formulation of preventative measures.

Theywill develop expertise in database management and be responsible formaintaining a range of databases designed to support effective governanceprocesses within the department, e.g. risk assessments; corrective andpreventative action records; incidents; equipment registers; action trackers.

Theywill apply data manipulation and processing skills to obtain information thatinforms departmental performance indicators and compile this information in ameaningful format for review by the department management team.

Theywill develop skills in the implementation of LEAN improvement methodology,including those supported by the LTHT Kaizen Promotions Office Team.Following training, they will help the quality manager and lab-based teams toembed improvement methodology at all levels of the service

COREBEHAVIOURS AND SKILLS

Tobe effective in the role, the post holder will require the followingbehaviours and skills:

Able to use initiative underpressure to solve complex problems and work without direct supervision

Able to identify situations wherescope of practice has been reached and elevate appropriate

Awareness of appropriate proceduresand policies in line management of staff

Awareness of departmental and trustpolicies for investigating complaints and errors and take appropriate actionto minimise re-occurrence

Use effective prioritisation,problem solving, judgement and delegation skills to manage time effectivelyand ensure that all key priorities are met

Able to plan and prioritise ownwork and that of a team of quality administrators to meet agreed deadlinesand/or service requirements

Good verbal communication skillswith an ability to deliver training presentations to groups of staff in amanner that promotes understanding and interest

Able to relate effectively to awide range of people with good interpersonal skills

Able to establish good workingnetworks with other staff groups who fall under the remit of the departmentalquality management system

Good listening and coaching skillsas applied to the delivery of training and competency assessment

Take responsibility for ownlearning and development and demonstrates a willingness to learn new skills.Undertakes any training and development opportunities deemed to be beneficialto the role and personal development

Excellent written communicationskills with the ability to compose concise and high quality reports

Good IT skills and computerliteracy: able to produce and format complex documents, produce fit forpurpose spread sheets and manipulate data for specified purposes

Take accurate and coherent meetingminutes when required

Effectively maintain and manageinformation relating to the quality management system in accordance with dataconfidentiality and security requirements

Apply a systematic, objective andlogical approach to the delivery of audits and risk assessments

Personable, patient and flexible

Reliable

PRINCIPALDUTIES & AREAS OF RESPONSIBILITY

PromotingService Development

Work closely with the qualitymanager to design fit for purpose documentation that supports the effectiveimplementation of the quality management system

Work closely with the qualitymanager to design new quality systems and processes within the department

Help to promote a culture ofcontinuous quality improvement and embed the Leeds Improvement Methodologythroughout the department

Attend and actively participate indepartmental quality management forums

Compile accurate, timely and highquality reports on the health of the quality management system and feedbackin the relevant quality forum

Assist the quality manager withon-going review of the effectiveness of the QMS

Undertake service improvementprojects assigned by the quality manager with engagement of other teammembers and provide regular progress reports

Administer records managementsystems and databases within the department

Support with the investigation andfollow up of quality and safety incidents, including root cause analysis;identification and dissemination of key learning; identification andimplementation of corrective and preventative measures

Audit

Perform audits in line withdocumented requirements followingtraining

Deliver audit training in line withtraining protocols and assess the adequacy of completed audits, providingfeedback to the quality manager

Schedule audits to be delivered byother members of the quality team in accordance with an audit calendar andsupport with completion where required

Work with the quality manager todesign a fit for purpose audit programme and audit criteria

Training and Personal Development

Assist the quality manager with thedesign and evaluation of training and competency documentation relating tothe quality management system

Assist the quality manager with thecontinual evaluation of the effectiveness of the QMS training programme

Responsible for maintaining andupdating training and competency records for quality administrators

Review of completed training andcompetency assessment paperwork relating to the quality management system inline with agreed objective criteria

Compile feedback reports on thestatus of quality management system training and competency activities

The jobholder must take responsibility in agreement with his/her line manager for his/her own personal development by ensuring that Continuous Professional Development remains a priority. The jobholder will undertake all mandatory training required for the role.

Administration

Administration of departmentaldatabases, trackers and registers relating to quality management functions

Help to manage the maintenance,calibration and servicing of laboratory equipment such as pipettes andthermometers

Extract data required to informdepartmental key performance indicators and summarise the data in a reportformat/dashboard

Administer the electronic qualitymanagement system at a system manager level, granting access and uploadingdocumentation in accordance with standard operating protocols

Help department leads managecontent on the Pathology website that is made available to clinical users and the public in line with defined governance arrangements

Provide a full clerical supportservice to the department including organising, sorting and filing documentsand papers; dealing with incoming and outgoing paper and electronic post asrequired; photocopying, faxing and distributing information by post or email;typing letters and other documents

Deal with communications and ad hocenquiries from staff and service users, members of the public, and a wider range of external organisations and professionals. Receiving and relayinggeneral verbal/written messages and responding by supplying straightforwardinformation and guidance, or referring to the relevant member of thedepartment when necessary

Provide administrative support formeetings as required e.g. organising meetings including checking accessarrangements; booking rooms and refreshments; liaising with members regardingdates and availability; sending out notice of meetings, agendas and minutes.

Adhere to relevant StatutoryInstruments and Trust policies and guidelines during the delivery of dutiese.g. information governance; Health and Safety; personnel policies andguidelines.

Compile reports for managementmeetings

Perform complex data manipulationroutines to inform quality indicators and summarise information in the required format

Person Specification

Experience

• Knowledge of a wide range of administrative procedures
• Proven record of good personal organisation and the ability to cope with short term and varied targets
• Experience in delivering audits and service improvement initiatives

Qualifications

• GCSE in English or Equivalent
• GCSE in Maths or Equivalent
• Foundation or Honours degree in a healthcare science or related discipline

Skills & behaviours

• Good organisational and prioritisation skills
• Ability to conceptualise, as applied to supporting service improvement endeavours
• Able to relate to staff at all levels with Good written and verbal communication skills
• Good IT skills and computer literacy: able to produce and format complex documents, produce fit for purpose spread sheets and manipulate data for specified purposes
• Knowledge and experience of Quality management systems and accreditation body requirements
• Able to use initiative under pressure to solve complex problems and work without direct supervision

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 named CRB) to check for any previous criminal convictions.