JOB DESCRIPTION JOB TITLE: GRADE: DEPARTMENT: LOCATION: RESPONSIBLE TO: Quality Manager Agenda for Change Band 8a equivalent Reference Services @ STH Guy s and St Thomas Hospital Service Delivery Manager Viapath Viapath is a scientific organisation with a clinical purpose. Working in partnership with Guy s and St. Thomas Hospitals, King s College Hospital and Bedford NHS Hospital Trusts, we aim to set the standard for the future of pathology. This role is based in Viapath Analytics which is responsible for the provision of Pathology testing services to Viapath s patients and customers. Reference Services @ St Thomas is comprised of Biochemical Sciences, the Haemostasis and Thrombosis department and the Nutristasis Unit. Job Summary The Quality Manager shall have defined authority for all aspects of Quality Management within the service. The Quality Manager will provide expertise on all aspects of Quality within the service and will manage, monitor, evaluate and coordinate the quality management system (QMS) of the Service. A key objective is to enhance effective and efficient operation and improvement of the QMS. The post holder will report on the performance of the QMS and any need for improvements at the GRQ and Service management meetings. They will liaise with other Quality Managers and external accreditation bodies to support the quality management system across Viapath Analytics. The Quality Manager reports to the Service Delivery Manager (SDM) for References Services @ St Thomas Hospital and is accountable to the Head of Service and Director of Service, to ensure the proper running of the Quality Management System. The Quality Manager has responsibility for ensuring that the requirements of ISO 15189 and any other external assessment and regulatory bodies are met, including those set by the host Trust and the Environment Agency with regard to the management and safe use of radioactivity. The post holder will support the Head of Quality, Senior Management Team, Head of Service, Director of Service, Service Delivery Manager, St Thomas site Governance and Risk Management Committee (GRQ) in providing comprehensive, high-quality and responsive laboratory services The post holder will support staff in the Service on quality improvements and support the Operations Director in developing a culture in which members of staff Authorised by Colin Stone Page 1 of 5
are continuously improving the delivery of high quality services. The post holder will assist in setting objectives for staff to support the QMS and improvement processes, and lead on their maintenance through systematic performance management. Key Relationships Director of Service Biochemical Sciences Head of Service Haemostasis and Thrombosis Service Delivery Manager Viapath Analytics Director of Operations Reference Services Operations Managers Training and Development Manager, Consultant Clinical Scientists Viapath Head of Quality Duties and Responsibilities To manage and develop the quality management system (QMS) within the Service and to be responsible along with the Service Delivery Manager for ensuring that the laboratories meet and maintain all the current accreditation standards and regulation. To be an expert in Quality Management in order to offer advice on quality issues and to work closely with the Director of Service, Head of Service and SDM to plan improvements and developments. To work with the senior management team to develop and promote a culture whereby all staff are continuously improving the delivery of a high quality service. Ensure that staff understand the Quality Policy and how the processes described in the Quality Manual will meet these aims. To be responsible for compiling and maintaining a current Quality Manual for the Service To provide accurate and timely reports to the Director of Service and SDM and GRQ committee on the functioning and effectiveness of the QMS on matters relating to clinical governance, such as clinical audit and adverse incidents. To be responsible for establishing improving and operating the system for document control, to ensure all users are suitably trained and familiar with document control procedures and to ensure compliance with these procedures. To be responsible for keeping up to date with and ensuring compliance with current external accreditation standards, legislation, best practice guidelines the relevant governance and risk management policies, audit guidelines, and any other appropriate documentation relating to quality management Review and maintain the Service Risk Register. Categorise the levels of risk, oversee the plans to remove or reduce risk to manageable levels and to highlight those risks that pose a threat to the service To ensure that quality management reports, targets for service developments and other accreditation documentation are produced in a timely fashion by the appropriate members of the management teams. To collate such documentation and forward to UKAS and/or other organisations as required. Authorised by Colin Stone Page 2 of 5
To act as the principal contact between the services and the assessment authorities and to be responsible for coordinating external inspections by the appropriate assessment authorities. To be responsible for following up actions from external inspections, delegating and verifying completion of actions as required and reporting back to external bodies as appropriate. To assist and support the Service in developing excellent standards of Customer Care and continuously improving relations with users. Promoting the awareness of needs of the users throughout the laboratory. To have oversight of and to co-ordinate where required the investigation of complaints, near misses and adverse incidents relating to the service, to make sure that action plans are documented and to ensure that all actions are identified and discharged within agreed timescales. To ensure that information and preventive measures arising from complaints is fed back to relevant personnel. To be responsible for development and implementation of an audit calendar. To ensure that regular audits of the service are performed; action points and improvements are identified and discharged by the manager responsible within agreed timescales. To be responsible for training and educating all staff in aspects of audit, quality principles and practice and to participate in other training activities such as staff induction. To take an active role within the departments and with the Quality Managers in Viapath Analytics relating to service improvement and developmental changes. To share good practice and establish common policies as appropriate to minimise unnecessary duplication To support delivery of robust change management procedures and processes where changes to the service are planned. To engage in local management, decision making and policy implementation with the specific remit to ensure that Quality services are delivered The post holder will perform the role of Health and Safety Officer for Biochemical Sciences. To understand and apply all relevant health & safety and security regulations, guidelines and policies, taking appropriate action when necessary to minimise the risk to staff and the public. To support those with defined roles in H&S within Viapath, the host Trust or regulatory bodies. Oversee the production of the H&S Code of Practice for Biochemical Sciences. Ensuring that safe systems are in place and that all staff are aware of their responsibilities pertaining to H&S. Lead the process of regular H&S audits within Biochemical Sciences ensuring that any deficiencies are highlighted to the management so that action plans are produced and discharged within agreed timescales Ensure that suitable and sufficient risk assessments are produced for all processes within the Service. Authorised by Colin Stone Page 3 of 5
General The post holder may be required to carry out other duties in line with the grading of the post. The job description may be subject to change and, if so, this will take place in consultation with the post holder. To participate in annual joint review (appraisal) Confidentiality The post holder must maintain the confidentiality of information about patients, staff and Health Service business in accordance with the Data Protection Act (1984). Equal Opportunities The post holder must at all times carry out his/her responsibilities with regard to the Equal Opportunities Policy. Health and Safety Employees must be aware of the responsibilities placed on them under the Health and Safety at Work Act (1974), to ensure that agreed safety procedures are carried out to maintain a safe working environment for patients, visitors and employees. Smoking Policy Viapath is a healthcare organisation and smoking is actively discouraged and is prohibited in the majority of our locations. Smoking is only permitted in designated smoking areas. Data Protection Act Employees must not, without prior permission, disclose any information regarding patients or staff. In circumstances where it is known that a member of staff has communicated such information to an unauthorised person, those staff will be liable to dismissal. Moreover, the Data Protection Act (1984) also renders an individual liable to prosecution in the event of unauthorised disclosure of information. Authorised by Colin Stone Page 4 of 5
PERSON SPECIFICATION Requirements (The requirements for a person specification can be divided into the categories shown below :-) ESSENTIAL DESIRABLE Education Attainment/ Qualifications Degree level qualification in Science or specialty relevant subject to the post Evidence of continuing professional development State Registration (Health Professions Council) having completed necessary training period and assessment Post graduate qualification in Quality Management e.g. Lead Auditor Membership at Member Level of the Institute of Biomedical Sciences or Chartered Quality Institute or equivalent Evidence of Education to MSc or equivalent level in subject relevant to the post Experience required Experience as a Senior Scientist in a diagnostic laboratory / Quality Management Role typically gained over 5 years Experience of acting in a managerial / supervisory capacity of people, processes or systems Experience in planning, delivery of training in quality tools eg audit, root cause analysis Experience in budget management, or involvement in reducing cost by supporting improvement and innovation Experience in customer service liaison e.g. external relations, audit of and response to customer needs Skills and Aptitudes/ Knowledge/ Ability Ability to show evidence of project management skills Ability to show evidence of leading and management of a robust QMS Ability to show good organisational and supervisory skills Flexibility and willingness to take on a wide range of duties as the need arises Ability to present complex information to a general audience Ability to meet changing conditions and solve new problems with the minimum of help Competence in word processing and spreadsheet skills (additional training will be given where necessary) Authorised by Colin Stone Page 5 of 5