Job Description
Job description
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 Centre's. 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 +.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, Provide administration support for the Sterile Services Team including typing, preparing reports and diary management.
• Book meeting rooms, prepare agenda's, minute taking and circulating relevant paperwork.
• To be responsible for the administration of the Quality Folders ensuring current versions and issue status.
• To 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.
• Attend and actively participate in Management Review and Quarterly Quality Meetings to assess progress against Departmental and National Objectives.
• To deliver a high standard of customer service, communicating effectively with all levels of staff across departments (including all internal and external customers)., Provide administration support for the Sterile Services Team including typing, preparing reports and diary management.
• Book meeting rooms, prepare agenda's, minute taking and circulating relevant paperwork.
• Access and management of confidential personnel/staff records
• To be responsible for the administration of the Quality Folders ensuring current versions and issue status.
• To attend the annual external ISO 13485:2016 BSI audit and provide paperwork and evidence to support the requirements of the regulatory standard.
• Prepare the Service Level Agreements for the GP surgeries and External Community Hospitals. To be responsible for distribution of Customer Questionnaires for internal and external service users and collate data analysis of the results in graph format.
• To 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.
• To endorse quality control and performance activity, ensuring maintenance and monitoring of recognised standards of quality assurance for decontamination, training, productivity and service delivery.
• To ensure customer complaints, non-conformances and Datix are actioned, reported and logged within the QMS documentation.
• To complete non-conformance spread sheets and perform monthly trend analysis reports.
• Attend and actively participate in Management Review and Quarterly Quality Meetings to assess progress against Departmental and National Objectives.
• To carry out administrative tasks and duties to support the service.
• 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.
• To identify cost pressures and savings opportunities and report these to the Deputy Manager.
• Responsible in assisting in 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. In addition, to 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.
• Communicating 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.
• 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.
• Responsible for updating HESSDA, the electronic Tracking System, with regard to 'tray tracking' and sterilisation in order to ensure that full traceability of equipment takes place.
• To ensure that all working environments within the department are maintained to a high clean standard whilst being tidy and safe at all times.
• 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.
• To deliver a high standard of customer service, communicating effectively with all levels of staff across departments (including all internal and external customers).
• To undertake any other duties that may be required to ensure the smooth running of the service.
GMS provides the estates, facilities, sterile services and materials management services for the Trust. We provide services such as clinical equipment management, provision of facilities services such as catering, domestics, portering and linen, manage the construction and development of new and existing healthcare buildings and manage the building, engineering and grounds services.
GMS aims to provide a best value customer service which ensures a safe, compliant and sustainable environment, and that supports our customers to be efficient and effective in patient care., 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 +,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 ++ bus service to allow free travel for all staff members between the wo acute hospital sites.
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 Centre's. 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 +.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, Provide administration support for the Sterile Services Team including typing, preparing reports and diary management.
• Book meeting rooms, prepare agenda's, minute taking and circulating relevant paperwork.
• To be responsible for the administration of the Quality Folders ensuring current versions and issue status.
• To 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.
• Attend and actively participate in Management Review and Quarterly Quality Meetings to assess progress against Departmental and National Objectives.
• To deliver a high standard of customer service, communicating effectively with all levels of staff across departments (including all internal and external customers)., Provide administration support for the Sterile Services Team including typing, preparing reports and diary management.
• Book meeting rooms, prepare agenda's, minute taking and circulating relevant paperwork.
• Access and management of confidential personnel/staff records
• To be responsible for the administration of the Quality Folders ensuring current versions and issue status.
• To attend the annual external ISO 13485:2016 BSI audit and provide paperwork and evidence to support the requirements of the regulatory standard.
• Prepare the Service Level Agreements for the GP surgeries and External Community Hospitals. To be responsible for distribution of Customer Questionnaires for internal and external service users and collate data analysis of the results in graph format.
• To 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.
• To endorse quality control and performance activity, ensuring maintenance and monitoring of recognised standards of quality assurance for decontamination, training, productivity and service delivery.
• To ensure customer complaints, non-conformances and Datix are actioned, reported and logged within the QMS documentation.
• To complete non-conformance spread sheets and perform monthly trend analysis reports.
• Attend and actively participate in Management Review and Quarterly Quality Meetings to assess progress against Departmental and National Objectives.
• To carry out administrative tasks and duties to support the service.
• 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.
• To identify cost pressures and savings opportunities and report these to the Deputy Manager.
• Responsible in assisting in 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. In addition, to 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.
• Communicating 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.
• 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.
• Responsible for updating HESSDA, the electronic Tracking System, with regard to 'tray tracking' and sterilisation in order to ensure that full traceability of equipment takes place.
• To ensure that all working environments within the department are maintained to a high clean standard whilst being tidy and safe at all times.
• 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.
• To deliver a high standard of customer service, communicating effectively with all levels of staff across departments (including all internal and external customers).
• To undertake any other duties that may be required to ensure the smooth running of the service.
GMS provides the estates, facilities, sterile services and materials management services for the Trust. We provide services such as clinical equipment management, provision of facilities services such as catering, domestics, portering and linen, manage the construction and development of new and existing healthcare buildings and manage the building, engineering and grounds services.
GMS aims to provide a best value customer service which ensures a safe, compliant and sustainable environment, and that supports our customers to be efficient and effective in patient care., 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 +,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 ++ bus service to allow free travel for all staff members between the wo acute hospital sites.
💡 Quick Summary
Seeking a career-building opportunity? The Quality & Admin Coordinator, GMS Band B2 position is now open for candidates interested in the Office Assistant Jobs sector. This role in Gloucester offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Office Assistant Jobs is a plus.
