Quality & Performance Secretary

Job description

Job responsibilities

The Quality & Performance Secretary works closely with both the Data Systems and Information Team and the Quality Team as the Lead across Older Peoples Acute services in ensuring the accuracy of the electronic system and information contained therein.

The post holder will be pivotal in leading on the accurate recording and monitoring of data, leading on audit delivery and follow up of actions from Investigations.

The post-holder will liaise with clinical, non-clinical and administrative staff to ensure timely and accurate data quality is maintained within the electronic system reporting directly to the Associate/Assistant Director of Business & Service Delivery, Senior Operational Manager and Administration Manager.

The post-holder will be responsible for maintaining up to date knowledge on Navigo policies, process and procedures and working within these at all times.

The post-holder will take comprehensive clinical team meeting minutes and assist with booking of training when required.

The post-holder will undertake any other general administrative duties as directed by Management.

The post-holder will undertake any other relevant duties required from time to time as requested by Management which correspond to the general character of the post and is commensurate with the level of responsibility

MAIN DUTIES AND RESPONSIBILITIES:

1. To lead performance across service liaising closely with and working in conjunction with the Data Systems and Information Team.

1. Assist in cover of aspects of the role of other Senior Administration roles within service area as and when requested/required.

3. To attend, participate and present current progress in Performance, Corporate and System Lead Meetings and report back as required to Informatics, Administration Manager and ultimately the Associate/Assistant Director of Business and Service Delivery and Senior Operational Manager.

4. Work closely under direction of the Administration Manager in fulfilling and feeding back on audit requirements following direction from Clinical Governance/Clinical Quality.

5. Update and amend paperwork in association with the Administration Manager.

6. Send documentation to Clinical/Quality Governance for ratification as directed/ required.

1. To be responsible for maintenance of the information within the electronic system, processing and updating the quality of data systematically checking and updating backdated information and error reports.

8. To liaise with teams to highlight incorrect and absent data to ensure the data meets quality standards assisting in the collation of activity and data relevant to the team provision, working alongside and in conjunction with other members of staff.

9. Under direction of the relevant management dependent on area of liaise with the Data Systems and Information and the Quality Team around collation of data for data analysis, audits and report writing.

10. Meet with Administration Managers/Administration Team Leads in regular Meetings to resolve performance issues.

11. To contribute to the implementation of new administration procedures, developments and working methods including updating any procedure manuals and briefing members of staff.

12. Liaise with clinical teams and rectify clinical errors on the electronic system recording, thus maintaining confidentiality and data protection standards.

13. To manage and update records in relation to service user deaths on the system maintaining a destruction timeline record for service user notes in line with Data Protection.

14. The post holder will be receiving highly complex, sensitive information in relation to system data entries.

15. Undertaking of Clinical Coding across area of service and assist in auditing of Clinical Coding of letters and care plans as required.

16. Work within the Navigo annual audit plan to ensure that service area is compliant with pertinent service actions.

17. Management of own workload, working independently and dealing with enquiries relating to service users/other professionals.

18. Develop and maintain efficient, accurate and confidential record systems.

19. To take comprehensive meeting minutes of clinical team meetings.

20. To take accurate minutes of project meetings as and when required.

21. Booking of venues and refreshments for meetings as and when requested by the Administration Manager.

22. Assisting with training bookings for clinical and medical staff.

1. To work within set processes and guidelines to maintain efficient, accurate and confidential record systems.

24. To assist in overseeing work on an adhoc basis of any bank, temporary and admin support staff bringing any issues to the attention of the Administration Manager.

25. To attend and participate in relevant team meetings including Administrative, Clinical and Business Meetings.

26. To liaise with a range of internal and external personnel daily including Clinical Professionals, Service Users and their Families/Carers, GP practices, Consultants, Hospital departments and Health and Local Authority staff.

27. Contributes and assists in the implementation of new administration procedures, developments and working methods.

1. To ensure health and safety procedures are adhered to and actioned as necessary, keeping electronic diaries for clinical members of the team, updating and working from as necessary.

1. To attend and participate in Team Development activities.

30. To act on own initiative and raise any relevant concerns he/she considers may jeopardise service delivery and/or care provision.

31. To maintain confidentiality at all times and to comply with the Data Protection Act and Access to Health Records procedures.

32. To comply with Health and Safety Regulations and work within the policy guidelines of Navigo.

33. To effectively manage compliance in mandatory training within the guidelines of Navigo.

34. Maintain an up to date and proficient working knowledge of Navigo policies, procedures and processes ensuring changes in process and procedures are embedded in working practice.

35. Involvement as requested in new service initiatives and participation in working groups as appropriate and to meet needs of service.

36. Provide administrative input and perspective to developments within service as appropriate.

37. Any other reasonable duty in connection with the work of the Team and as required by the organisation.

Person Specification

Qualifications

Essential

• Educated to GCSE level grade A to C or equivalent including Mathematics and English Language
• RSA/OCR Grade 3 Typing/Word Processing standard or relevant experience

Skills & Attributes

Essential

• Ability to communicate at all levels in a diplomatic and explanatory manner
• Excellent customer service skills
• Ability to minute take high level meetings
• Confident and approachable
• Adaptable and flexible in approach to working practice
• Shows initiative and has a proactive approach
• Ability to work under pressure
• Excellent IT skills Word, Excel, Powerpoint & Outlook
• Ability to produce reports including presentation of data
• Active and effective team member
• Willingness to undertake further training as required
• Excellent attention to detail

Desirable

• Ability to deal with stressful situations and clients
• Fire Warden trained or willing to work towards if required by area of service
• First Aid trained or willing to work towards if required by area of service
• Clinical Coding trained (or willing to work towards)
• AMSPAR trained (if required for role)
• ECDL Trained

Experience

Essential

• Team Working
• Excellent knowledge of maintaining /updating databases and spreadsheets
• Excellent knowledge in use of electronic systems
• Ability to share and impart knowledge re electronic systems
• A willingness to undertake ongoing training to maintain up to date knowledge on electronic systems

Desirable

• Previous NHS secretarial/ administrative experience/knowledge of hospital administration procedures
• Experience of working in a multidisciplinary team
• Experience of working with SystmOne

Knowledge & Understanding

Essential

• Understands the need for confidentiality
• Understanding of client group

Desirable

• Knowledge of mental health services
• Knowledge of hospital administration systems
• Knowledge of medical terminology
• Previous customer service role

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.

Employer details

Employer name

Navigo Health and Social Care CIC

Address

Tees House

Second Avenue

Grimsby

DN33 1NU

Employer's website

https://navigocare.co.uk/ (Opens in a new tab)