Job summary
We are looking for an enthusiastic administrator to join the Quality and Safety Team to support quality assurance reporting and monitoring within the Provide Group. Previous exposure to working in a health/social care environment would be advantageous . You should be capable of working autonomously but also as part of a team and will be required to undertake a range of administrative functions utilising technology and office software (Microsoft Office). The role requires organisational skills and working to deadlines and the ability to work within a fast paced environment.
Main duties of the job
We have the opportunity for an enthusiastic administrator to support the delivery of quality assurance for the Provide Group. The Quality & Safety Team consists of a range of specialisms (Infection Prevention, Safeguarding, Medicines Management, Customer Services, Practice Facilitation and Clinical Audit) and quality monitoring and reporting functions that support the Provide Board with oversight and external regulation assurance.Administrators are required to undertake a range of functions from meeting administration and minute taking, email inbox management, report monitoring, data collection including spreadsheet/database monitoring, supporting telephone enquiries, and administrative functions at request from the Senior Leadership Team.The Quality and Safety Team is a small friendly and supportive team who will offer induction and orientation of functions and support to develop into the role. It offers the ability to work flexibly with a blended mix of office and home working using remote technology and laptops.The team are also responsible for liaison with other departments within Provide and external agencies such as commissioners and the CQC and in the internal collation and preparation of the information that is shared with these customers.The Organisation provides access to skills refresher training and supports a number of apprenticeships and additional training opportunities to develop staff in their roles.
About us
Provide is a Community Interest Company (social enterprise). We deliver a broad range of health and social care services in the community, and are committed to making sure that they are safe, responsive and of high quality. Provide is owned by its employees and has primarily social objectives. Any profits we make are reinvested into the local community or back into delivering services.
We work from a variety of community settings, such as community hospitals, community clinics, schools, nursing homes and primary care settings, as well as within people's homes to provide more than 40 services to children, families and adults across Essex, Dorset, East Anglia and the North of England.
A highly respected, award winning health and social care provider. We expect our staff to demonstrate and uphold our values at all times:
Vision: Transforming Lives
Values: Care, Innovation and Compassion
Mission: An ambitious, employee owned social enterprise, growing in size and influence. We transform lives by treating, caring and educating people.
Provide is an equal opportunity employer committed to building a team that represents a variety of backgrounds, perspectives and skills, proud to have LGBT+ and Ethnic Minority Networks.
We welcome applicants from underrepresented groups. If you have the skills and experience for the job, please apply regardless of your background.
Eligible for NHS Pension
Job description
Job responsibilities
To lead on and establish administrative processes that supports an identified specialist area within the Clinical Quality Team.
- To be the lead for other identified core functions of the Quality & Safety Team in conjunction with the other Specialist Administrators.
- To work in collaboration with the other Specialist Administrators to support all the activities of the Quality & Safety Team and supervise the collection, input and dissemination of data by the Quality Data Assistants.
- Provide confidential secretarial and administrative support and communicate, receive and manage highly confidential complex, sensitive and distressing information. This may require empathy as well as the ability to re-assure and agree with professionals/other agencies, most appropriate pathway to follow to ensure that information is managed confidentially, speedily and by the most appropriate clinical specialist. This requires an understanding of information sharing framework & the ability to recogniseappropriate processes on a case by case basis.
- The ability to prioritise and recognise events that require urgent actions including the need to escalate to the service managerwhere appropriate.
- To review and format all the policies, documents and annual renewal of other appropriate documents.
- Co-ordinate & act as minute taker for meetings, which will also include co-ordinating interview processes for Serious Incidents, Individual Management Reviews and Death/ Homicide Reviews in a timely manner.
- To prepare well-presented reports for internal and external committees, including Provide Community Board.
- Type up complex audits and monitor actions & identify when these are nearing timescales/have not been completed within timescales and identify where there has not been response/appropriate progress indicated and follow these up. Identify thoseareas that indicate increasing risk and bring these to the attention of the appropriate clinical specialist and/or service manager.
- To maintain complex databases and ensure that all relevant paperwork is collected.
- To retrieve data from spread sheets and produce charts as requested.
- To create presentations using PowerPoint from supplied information.
- Receive all telephone enquiries and deal with those issues that fall within the remit of the job description.
- Receive all incoming post, distribute and prioritise all urgent work.
- Provide support & advice to other agencies with regard to communication & information requests that support best practice with regard to Provide policies.
- To organise training events and meetings including arranging catering, venues, dates and attendance lists.
- Photocopy and assist in the dissemination of education material.
- Ensure all confidential office waste is disposed of correctly.
- Support the management, storage and distribution of controlled stationery.
- Fulfil any other duties commensurate with the role as requested by Line Manager.
Job description
Job responsibilities
To lead on and establish administrative processes that supports an identified specialist area within the Clinical Quality Team.
- To be the lead for other identified core functions of the Quality & Safety Team in conjunction with the other Specialist Administrators.
- To work in collaboration with the other Specialist Administrators to support all the activities of the Quality & Safety Team and supervise the collection, input and dissemination of data by the Quality Data Assistants.
- Provide confidential secretarial and administrative support and communicate, receive and manage highly confidential complex, sensitive and distressing information. This may require empathy as well as the ability to re-assure and agree with professionals/other agencies, most appropriate pathway to follow to ensure that information is managed confidentially, speedily and by the most appropriate clinical specialist. This requires an understanding of information sharing framework & the ability to recogniseappropriate processes on a case by case basis.
- The ability to prioritise and recognise events that require urgent actions including the need to escalate to the service managerwhere appropriate.
- To review and format all the policies, documents and annual renewal of other appropriate documents.
- Co-ordinate & act as minute taker for meetings, which will also include co-ordinating interview processes for Serious Incidents, Individual Management Reviews and Death/ Homicide Reviews in a timely manner.
- To prepare well-presented reports for internal and external committees, including Provide Community Board.
- Type up complex audits and monitor actions & identify when these are nearing timescales/have not been completed within timescales and identify where there has not been response/appropriate progress indicated and follow these up. Identify thoseareas that indicate increasing risk and bring these to the attention of the appropriate clinical specialist and/or service manager.
- To maintain complex databases and ensure that all relevant paperwork is collected.
- To retrieve data from spread sheets and produce charts as requested.
- To create presentations using PowerPoint from supplied information.
- Receive all telephone enquiries and deal with those issues that fall within the remit of the job description.
- Receive all incoming post, distribute and prioritise all urgent work.
- Provide support & advice to other agencies with regard to communication & information requests that support best practice with regard to Provide policies.
- To organise training events and meetings including arranging catering, venues, dates and attendance lists.
- Photocopy and assist in the dissemination of education material.
- Ensure all confidential office waste is disposed of correctly.
- Support the management, storage and distribution of controlled stationery.
- Fulfil any other duties commensurate with the role as requested by Line Manager.
Person Specification
Qualifications
Essential
- Achieved Grades & Education
Experiance
Essential
- Years Experience
- Previous Experience Minute Taking
- Significant Microsoft Office Knowledge
- Diary/Calendar Coordination
- Data Gathering/Analysis
- Communication Skills
- Accurate Record Keeping
- Ability to work under pressure, meeting deadlines
- Team Working
- Prioritise Own Workload
- Proven customer service skills
Desirable
- Experience of working in a health/social care setting
- Clear understanding of confidentiality and information sharing frameworks
- Team working/supporting more than one senior member
- Experience with creating report dashboards and producing performance reports
- Typing Skills/Qualification
Person Specification
Qualifications
Essential
- Achieved Grades & Education
Experiance
Essential
- Years Experience
- Previous Experience Minute Taking
- Significant Microsoft Office Knowledge
- Diary/Calendar Coordination
- Data Gathering/Analysis
- Communication Skills
- Accurate Record Keeping
- Ability to work under pressure, meeting deadlines
- Team Working
- Prioritise Own Workload
- Proven customer service skills
Desirable
- Experience of working in a health/social care setting
- Clear understanding of confidentiality and information sharing frameworks
- Team working/supporting more than one senior member
- Experience with creating report dashboards and producing performance reports
- Typing Skills/Qualification
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
