Quality & Admin Coordinator, GMS Band B2

Quality & Admin Coordinator, GMS Band B2

Quality & Admin Coordinator, GMS Band B2 (25 hours a week)

The Sterile Services Departments reprocess reusable surgical devices for internal theatre, wards, and outpatient clinics. We also provide a service to external GP Surgeries and Health Centres. The department is operational seven days a week and the work we carry out is diverse, interesting, and varied. We are a department where there is a lot to learn, but we deliver a fascinating essential service with opportunities to develop and progress. We work together as a team to ensure the service provision is delivered on time with a commitment to putting the patients' procedures and wellbeing at the centre of what we do.

We are looking for a part-time Quality & Administration Coordinator working 9.30am to 2.30pm, Monday to Friday. The post will be based in our department at Gloucestershire Royal Hospital but will require cross-site working at our department in Cheltenham General Hospital.

Please note this job will attract GMS Terms and Conditions of Service (TCS) not Agenda for Change as stated.

Please see attached TCS for reference.

Main duties of the job

1. Provide administration support for the Sterile Services Team including typing, preparing reports, and diary management.
2. Book meeting rooms, prepare agendas, minute taking, and circulating relevant paperwork.
3. Be responsible for the administration of the Quality Folders ensuring current versions and issue status.
4. Carry out internal audits of ISO 13485:2016 Quality Management System, collate the evidence into a report format identifying any corrective actions and recommendations for improvement.
5. Attend and actively participate in Management Review and Quarterly Quality Meetings to assess progress against Departmental and National Objectives.
6. Deliver a high standard of customer service, communicating effectively with all levels of staff across departments (including all internal and external customers).

About us

Gloucestershire Managed Service (GMS) is a subsidiary company owned by Gloucestershire Hospitals NHS Foundation Trust. The Trust is the largest employer in the county and with over 9,000 staff, we are one of the largest NHS trusts in the UK. We offer a generous annual leave allowance, excellent bank rates, access to a NEST Pension Scheme, discounts for local shops, restaurants and services, access to our health and well-being hub, access to our two on-site nurseries, flexible working options, discounted public transport, and reward and recognition schemes. There is a 99 bus service to allow free travel for all staff members between the two acute hospital sites.

Job responsibilities

KEY RESULT AREAS

1. Provide administration support for the Sterile Services Team including typing, preparing reports, and diary management.
2. Book meeting rooms, prepare agendas, minute taking, and circulating relevant paperwork.
3. Access and management of confidential personnel/staff records.
4. Be responsible for the administration of the Quality Folders ensuring current versions and issue status.
5. Attend the annual external ISO 13485:2016 BSI audit and provide paperwork and evidence to support the requirements of the regulatory standard.
6. Prepare the Service Level Agreements for the GP surgeries and External Community Hospitals. Be responsible for the distribution of Customer Questionnaires for internal and external service users and collate data analysis of the results in graph format.
7. Carry out internal audits of ISO 13485:2016 Quality Management System, collate the evidence into a report format identifying any corrective actions and recommendations for improvement.
8. Endorse quality control and performance activity, ensuring maintenance and monitoring of recognised standards of quality assurance for decontamination, training, productivity, and service delivery.
9. Ensure customer complaints, non-conformances, and Datix are actioned, reported, and logged within the QMS documentation.
10. Complete non-conformance spreadsheets and perform monthly trend analysis reports.
11. Attend and actively participate in Management Review and Quarterly Quality Meetings to assess progress against Departmental and National Objectives.
12. Carry out administrative tasks and duties to support the service.
13. Manage stock levels and ensure adequate stock is available for production activities. Prepare electronic requisitions on P2P for all stock with the appropriate approval, and arrange timely delivery to meet day-to-day activity and service operational needs.
14. Identify cost pressures and savings opportunities and report these to the Deputy Manager.
15. Assist in the reconciliation of ordered goods against delivery notes and receipt against orders to enable invoices to be paid. If necessary, take action to follow up outstanding orders, damaged goods, and stock deficiency. Maintain and monitor stock levels of materials and processed items, including rotation, delivery, returns, overnight delivery, and urgent requests due to operational service pressure demands.
16. Communicate with Procurement, NHS Logistics, and users of the service to ensure an effective customer-based service is maintained, dealing with enquiries and queries from customers and clients.
17. Undertake a periodic inventory of all current non-stock requisitioned items, and together with operational staff, allocate re-order levels. Collate and maintain the departmental asset register raising any concerns to the Deputy & Admin Services Manager.
18. Update HESSDA, the electronic Tracking System, with regard to tray tracking and sterilisation in order to ensure that full traceability of equipment takes place.
19. Ensure that all working environments within the department are maintained to a high clean standard whilst being tidy and safe at all times.
20. Assist and sometimes manage staff training sessions in order to progress colleagues through all the required skill levels and develop a good understanding of decontamination practices.
21. Deliver a high standard of customer service, communicating effectively with all levels of staff across departments (including all internal and external customers).
22. Undertake any other duties that may be required to ensure the smooth running of the service.

Person Specification

Qualifications

• Maths C and above
• English C and above
• Formal recognised Auditor Qualification or achieved within six months of post
• Member of Institute of Decontamination Sciences
• Health & Safety qualification

Experience

• Experience of working within a Sterile Services environment
• Demonstrate ability to maintain the QMS according to the national standard
• Able to communicate effectively in written and verbal formats
• Experience of purchasing stock and medical equipment
• Good organisational skills with the ability to manage a range of issues

Knowledge/ Skills

• Computer literacy with good keyboard skills - familiar with Microsoft Word, Excel, internet/intranet, email, and Teams
• Ability to operate the HESSDA traceability system, identify product status, make amendments and create reports
• Self-motivated and show attention to detail
• Knowledge of the ISO 13485:2016
• Knowledge of HTM 01-01 requirements

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.