Quality and Administration Manager

Castlefield Recruitment are partnering with leading a Medical Research provider, to recruit for a Quality and Administration Manager to support within their Medical Services – Therapeutic Drug Monitoring (TDM) Laboratory Unit.

This role is pivotal in overseeing the quality and administrative operations of the TDM Unit, ensuring excellence in patient-focused services under ISO 15189:2022 standards.

The post holder manages the Quality Management System (QMS), leads regulatory compliance, supports financial processes, and provides direct line management to administrative staff to foster a high-performing, efficient department.

Salary: £30,000 to £40,000 depending on experience

Contract: 6 month fixed term, with the option for a permanent contract subject to clients approval

Working Hours: Mon to Fri 9am to 5pm – 37.5 hours

On-site work only (no remote working available due to the nature of the work)

Free Parking + other good company benefits

Location: Due to sites location, a drive would be recommended or live in the local area

Role Responsibilities:

Quality Management & Compliance:

• Oversee the TDM Unit’s Quality Management System (iPassport), ensuring compliance with ISO 15189:2022 and UKAS accreditation requirements.
• Develop and manage the internal audit schedule, conduct audits, track non-conformities and complaints, and ensure robust CAPA effectiveness checks.
• Lead document control, ensuring control documents are regularly reviewed and updated in iPassport.
• Coordinate and prepare for external audits, acting as the primary contact for UKAS and other regulatory bodies.
• Chair quarterly Quality Assurance meetings, including data analysis, review of quality indicators and KPIs, and drive continuous improvement initiatives.
• Jointly oversee proficiency testing submissions (e.g. LGC platform).
• Maintain general quality controls, including safety checks, data verification and ensuring departmental readiness.

Operational Leadership & Systems:

• Contribute to the ongoing management and development of Agilent SLIMS, ensuring smooth workflows, booking requests, issue resolution, and training of staff.
• Oversee annual maintenance schedules for equipment, raising and tracking orders, and managing associated documentation.
• Manage client records, and support processes including the dispatch of saliva kits, and annual user satisfaction surveys.
• To uphold and promote the Epilepsy Society’s Policies and Procedures and to maintain patient confidentiality under the Data Protection Act and General Data Protection Regulation (GDPR).

Financial Oversight & Supplier Management:

• Liaise with hospitals and finance teams to maintain accurate patient records, charge details, and database integrity for billing.
• Prepare monthly data for invoicing, ensure timely order placement (external suppliers and internal estates), and resolve invoice discrepancies.
• Assist in setting up new suppliers, review supplier lists annually and oversee the full order-to-payment process, maintaining compliance with VAT or exemption requirements.
• Manage documentation required for financial audits or queries.

Role Requirements:

Essential

• Strong organisational, analytical and leadership skills, with the ability to manage multiple priorities and maintain calm under pressure.
• Proven experience managing a QMS to ISO 15189 standards, including audits and CAPA systems.
• Effective communicator, confident delivering information to individuals, teams, and external bodies.
• IT proficiency including LIMS, spreadsheets and document management systems.
• Commitment to developing staff and fostering a supportive, quality-driven environment.

Desirable

• Direct experience with Agilent SLIMS or similar systems.
• Familiarity with NHS or academic laboratory financial processes.

About Castlefield Recruitment & How to Apply

Castlefield Recruitment is a leading specialist in healthcare recruitment, connecting talented healthcare professionals with exceptional opportunities across the UK. We are committed to supporting your career journey and ensuring you find a role that aligns with your skills and aspirations To apply for this role, please submit your CV via the apply button. For more information or to speak our dedicated consultant Scott Hilton, contact Castlefield Recruitment 0161 938 724