Job summary
The West Suffolk NHS Foundation Trust are looking for a keen and passionate administrator who can provide high-quality efficient administrative support to their small and friendly Patient Safety and Quality Team. The Team's function is to develop and maintain effective systems and processes for responding to a patient safety incident for the purpose of learning and improving patient safety through the Patient Safety Incident Response Framework (PSIRF).
This is a really interesting, permanent, full-time post or part-time post which offers great potential for further career development. Every day is different, and the successful candidate will be encouraged to provide their input into all aspects of the team's function as well as their own individual role. Some of the main duties will involve answering phone calls, monitoring team email accounts and electronic incident recording system, and data entry. The successful applicant will be supported through their induction period with comprehensive training into the Trust's relevant systems and processes.
Main duties of the job
We are looking for an applicant who has previous administration skills, good attention to detail with excellent organisational, communication and interpersonal skills. This role requires an understanding of confidentiality, sensitivity and discretion which is applied in all aspects of the role.
The administration team are considered as the hub of the Patient Safety Team. This is because they are often the first point of contact for staff and work tirelessly to ensure incidents are progressed through the process efficiently and in a timely manner. By diligent record keeping they are key to ensuring the team and other colleagues have a good grasp on the oversight of all incident cases.
Duties also include supporting Divisional Patient Safety & Quality Mangers and clinical staff to arrange meetings in relation to patient safety incidents and supporting meetings in relation to their administration.
This role is very much about a team approach and as such the successful candidate will be jointly responsible for monitoring a team mailbox, taking ownership when appropriate and ensuring that enquiries are either actioned or redirected to a colleague accordingly.
About us
#BeKnown at West Suffolk NHS Foundation Trust. By us. By our patients. By our community
We are a busy, friendly, rural NHS Trust providing high-quality care and compassion to more than a quarter of a million people across west Suffolk. We care for, treat and support people in hospital, at home and in various community settings.
The West Suffolk Hospital in Bury St Edmunds provides acute and secondary care services (emergency department, maternity and neonatal services, day surgery unit, eye treatment centre, Macmillan unit and children's ward). It has 500+ beds and is a partner teaching hospital of the University of Cambridge.
Adult and paediatric community services, provided in collaboration with West Suffolk Alliance partners, include a range of nursing, therapy, specialist, and ongoing temporary care and rehabilitation, some at our Newmarket Community Hospital.
We do our utmost to achieve outstanding clinical outcomes for patients and our values of fairness, inclusivity, respect, safety and team work guide how we work and behave as a team.
With nearly 5,000 staff, from all over the world, we strive to make our organisation a great place to work. Whatever your role or ambition, we want to help you be the best you can be.
We promote a diverse and inclusive community where everyones voice counts and you can #BeKnown for whoever you are.
Join us. What will you #BeKnown for?
Job description
Job responsibilities
Please see job description for full details.
Communication and Team Working
- To pro-actively promote among staff, awareness of the Patient Safety & Quality Team and its function within the Trust.
- Facilitate improved communication within the department and between other departments, clinicians, managers, ward staff and other personnel.
- To utilise tact and persuasive skills when there are barriers to understanding (i.e., language barriers, staff who are emotional) in order to minimise personal risk.
- To meet and greet visitors, in an appropriate, polite and helpful manner to assist in ensuring the experience is as positive and pleasant as possible in line with the Trust Putting You First initiative.
- To be an effective member of the team in supporting colleagues.
- Appropriately escalate and communicate issues and developments within the team.
- Respond to telephone and individual enquiries.
- Appropriately redirect individuals for support as necessary.
Planning and Organising
- To assist the team in maintaining departmental performance with regard to quality by upholding agreed standards
- To monitor own performance against previously agreed objectives as identified in the appraisal process.
- Organise meetings or educational packages as appropriate/requested, ensuring appropriate resources are provided.
- Organise scheduling of reports for sign off and have oversight of allocation of speakers at meetings.
- Plan and prioritise workload to ensure tasks are undertaken in a timely manner.
Administration
- Extract data for reporting to Board and Sub Board committees and ad-hoc requests.
- Extract data to produce reports of systematic analysis within divisions of incident and audit data.
- Record outcomes from meetings.
- Provide administrative support for team initiatives as appropriate.
- Provide administrative support for compliance with the Trust Duty of Candour process.
- Monitor and act upon emails sent to the team mailbox.
- Maintain accurate records.
Job description
Job responsibilities
Please see job description for full details.
Communication and Team Working
- To pro-actively promote among staff, awareness of the Patient Safety & Quality Team and its function within the Trust.
- Facilitate improved communication within the department and between other departments, clinicians, managers, ward staff and other personnel.
- To utilise tact and persuasive skills when there are barriers to understanding (i.e., language barriers, staff who are emotional) in order to minimise personal risk.
- To meet and greet visitors, in an appropriate, polite and helpful manner to assist in ensuring the experience is as positive and pleasant as possible in line with the Trust Putting You First initiative.
- To be an effective member of the team in supporting colleagues.
- Appropriately escalate and communicate issues and developments within the team.
- Respond to telephone and individual enquiries.
- Appropriately redirect individuals for support as necessary.
Planning and Organising
- To assist the team in maintaining departmental performance with regard to quality by upholding agreed standards
- To monitor own performance against previously agreed objectives as identified in the appraisal process.
- Organise meetings or educational packages as appropriate/requested, ensuring appropriate resources are provided.
- Organise scheduling of reports for sign off and have oversight of allocation of speakers at meetings.
- Plan and prioritise workload to ensure tasks are undertaken in a timely manner.
Administration
- Extract data for reporting to Board and Sub Board committees and ad-hoc requests.
- Extract data to produce reports of systematic analysis within divisions of incident and audit data.
- Record outcomes from meetings.
- Provide administrative support for team initiatives as appropriate.
- Provide administrative support for compliance with the Trust Duty of Candour process.
- Monitor and act upon emails sent to the team mailbox.
- Maintain accurate records.
Person Specification
Education / qualifications
Essential
- Maths and English GCSE A-C or equivalent
Desirable
- ECDL
- NVQ in Business Administration
Experience / knowledge
Essential
- Arranging meetings
- Call handling; managing enquiries, taking messages and redirecting callers appropriately
- Experience of using Microsoft Outlook, Word and Excel
- Experience of working with databases, spreadsheets
- Working within established administrative processes and systems in a busy environment
Desirable
- Experience of MS Teams
- Knowledge of the principles of Patient Safety and Quality
- Data handling (sensitive / distressing / confidential)
- Previous NHS experience/medical terminology
- Producing reports
Skills / abilities
Essential
- Good organisational skills
- Good standard of typing, literacy and accuracy
- Good timekeeper
- Managing / prioritising own workload
Desirable
- Ability to analyse and assist in developing data
- Ability to prepare agendas
- Ability to set up IT and presentational equipment such as laptops / projectors
- Produce a meaningful account of meetings
Personal qualities
Essential
- Approachable and supportive to all levels of staff - values and respects contribution of others
- Good communicator
- Proactive
- Professional manner and attitude
- Team player
Desirable
- Confident
- Conscientious
- Passionate
- Flexible approach to working hours and duties
- Resilient
Person Specification
Education / qualifications
Essential
- Maths and English GCSE A-C or equivalent
Desirable
- ECDL
- NVQ in Business Administration
Experience / knowledge
Essential
- Arranging meetings
- Call handling; managing enquiries, taking messages and redirecting callers appropriately
- Experience of using Microsoft Outlook, Word and Excel
- Experience of working with databases, spreadsheets
- Working within established administrative processes and systems in a busy environment
Desirable
- Experience of MS Teams
- Knowledge of the principles of Patient Safety and Quality
- Data handling (sensitive / distressing / confidential)
- Previous NHS experience/medical terminology
- Producing reports
Skills / abilities
Essential
- Good organisational skills
- Good standard of typing, literacy and accuracy
- Good timekeeper
- Managing / prioritising own workload
Desirable
- Ability to analyse and assist in developing data
- Ability to prepare agendas
- Ability to set up IT and presentational equipment such as laptops / projectors
- Produce a meaningful account of meetings
Personal qualities
Essential
- Approachable and supportive to all levels of staff - values and respects contribution of others
- Good communicator
- Proactive
- Professional manner and attitude
- Team player
Desirable
- Confident
- Conscientious
- Passionate
- Flexible approach to working hours and duties
- Resilient
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
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).
