Band 4 Quality Coordinator

Job summary

The post holder is a key member of the Facilities and Sterile Service Decontamination/CEDU team and is expected to ensure that high quality administrative and secretarial support is provided at all times whilst enabling and supporting the management teams in both these areas.

The post holder is also the main point of contact for the Decontamination Senior Management team at Heartlands Hospital and the Sterile Service Department. The role will include providing joint on-site administrative support to the Head of Decontamination and Head of Contracted Service; dealing with all relevant queries and complaint whilst ensuring they are responded to in a timely manner. They will be expected to prioritise their own workload, work independently within the Facilities and Sterile Service Decontamination/CEDU teams.

The post holder will need to monitor and maintain the Quality Management System in CEDU at BHH, GHH and SH and has responsibility for ensuring that relevant policies and procedures adhere to the British Standard for Medical Devices. They will also be responsible for administering annual leave requests and authorising the Trust finance and procurement systems. This includes administering revenue payments to suppliers for Sterile Service Decontamination/CEDU team and, when required, Facilities.

Main duties, tasks & skills required

• Receive, distribute and redirect incoming mail
• Monitor Decontamination Managers/CEDU emails in their absence
• Initiate correspondence on behalf of the Head of Decontamination/CEDU, the Head of Contracted services and the wider Decontamination Senior Management Team as required.
• Initiate delegation of urgent matters in the absence of the Decontamination managers/CEDU
• Lead and organise recruitment requirements ensuring timescales are met
• Use initiative to resolve problems and undertake analysis/investigate work on behalf of the Head of Decontamination and the Decontamination Manager/CEDU.
• Arranging meetings, taking and distribution of minutes
• Maintain and effective electronic and paper based filing systems for managers
• Responsible for ensuring resources required are available within the office including; all officeequipment; managing their provision, ordering of consumables and maintenance
• Maintain the central electronic filing system accessible on all three sites ensuring that they are appropriately used by other administration staff in order to maintain their effectiveness
• Responsible for the Quality Management System and overall control of documentation to ensure British Standards are maintained for ISO13485:2016
• Prepare yearly audit schedule and issue the monthly audits carrying out necessary investigations within the deadlines

For a full list of main duties please refer to the job description.

About us

We are recognised as one of the leading NHS Foundation Trusts in the UK. Our vision is to Build Healthier Lives, and we recognise that we need incredible staff to do this.

Our commitment to our staff is to create the best place for them to work, and we are dedicated to:

Investing in the health and wellbeing of our staff, including a commitment of offering flexible working where we can;
Offer our staff a wide variety of training and development opportunities, to support their personal and career development objectives.

UHB is committed to ensuring that our staff are treated fairly and feel that they belong, by creating a kind and inclusive environment. This is about equity of opportunity; removing all barriers, including discrimination and ensuring each individual member of staff reach their true potential, achieve their ambitions and thrive in their work. This is more than words. We are taking action. Our commitment to an inclusive culture is embedded at all levels of the organisation where every voice is heard, driven by our diverse and active staff networks, and at Board level by the Fairness Taskforce led by our CEO. We nurture a culture which empowers staff to challenge discriminatory behaviours and to enable people to bring their 'whole self' to a kinder, more connected and bold place to work.

Job description

*Please Note : For a specific detailed job description for this vacancy, please see attached Job Description*

Person specification

Qualifications

Essential

Good general education

RSA stages 2/3 keyboard skills

NVQ 3 Administration or equivalent

At least 5 years' experience and proven ability in a senior secretarial or admin post including office management Excel Spreadsheets

Experience

Essential

Ability to communicate with internal and external staff on all levels
Highly developed organisation skills in order to support the Head of Service Decontamination / CEDU to enable objectives to be achieved
Ability to prioritise secretarial workload to ensure the efficient support of senior managers
Ability to initiate correspondence on behalf of Decontamination mgr. The Head of Service Decontamination / CEDU and Head of Contracted Service mgr.

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.