Job summary
Are you passionate about Patient Safety and ensuring that our services can demonstrate the outstanding care we deliver?
An exciting opportunity has arisen within the Surgery, Theatres, Anaesthetics and Endoscopy Care Group for a Clinical Risk and Governance Administrator.
In this role, you will support the Care Group triumvirate with the risk and incident governance portfolio and report directly to the Senior Head of Nursing for Surgery, Theatres, Anaesthetics and Endoscopy.
This is a rare and amazing opportunity for an individual with outstanding computer skills and who is interested in quality and safety. This role will encompass personal development and would position the successful candidate on the right pathway for a career in Patient Safety.
Main duties of the job
The post-holder is the clinical risk and governance administrator for the Surgery, Theatres, Anaesthetics and Endoscopy (STAE) Care Group, providing essential support for the effective management of the Trust's and Care Group's risk and governance agenda.
To have primary day-to-day responsibility and act as a central point of contact for all incidents and risks for the Care Group, co-ordinating risk investigations and providing timely and high quality responses.
The post holder will ensure that all cases are managed in a sensitive and timely manner through close working with clinical and non-clinical staff across the Trust.
About us
King's College Hospital NHS Foundation Trust is one of the UK's largest and busiest teaching Trusts with a turnover of c£1 billion, 1.5 million patient contacts a year and more than 15,000 staff based across South East London. The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reachis our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King's to another level.
We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.
King's is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone's contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust's carbon emissions, waste and pollution wherever possible
Job description
Job responsibilities
Risk and Governance
- To provide essential administrative support for the risk and governance process in relation to arranging meetings, agendas, recording minutes and action plan creation and development.
- Review all STAE adverse incidents submitted via the incident reporting system ensuring either they are graded according to severity and then closed or preliminary investigations initiated.
- Maintaining an accurate filing, archiving system of all investigation paperwork, and supporting information.
- Liaising with relevant clinicians and managers for progress against action plans following incident panel meetings, updating and monitoring and reporting systems.
- Facilitate the weekly incident review meeting (IRM), ensuring the availability of clinical notes and any other relevant documentation prior to the meeting.
- Ensure a detailed action tracker of the cases presented at IRM is kept and any resulting follow-up actions are undertaken and appropriately recorded.
- Co-ordinate adverse incident investigation upon notification by the service lead. Meet with staff involved or request statements as appropriate to ensure a thorough investigation process is completed and records are maintained within the incident reporting system.
- For adverse incidents with moderate harm or above in addition to the above arrange a rapid response meeting with all key staff members involved to agree a lead investigator and information required for the investigation.
- Ensure all required clinical information is available to the designated lead investigator.
- Assist with providing information as requested to clinical teams.
- Assist when requested with a root cause analysis ensuring all templates are available to enable a robust investigation to be completed which informs appropriate recommendations and actions.
- Support managers and clinical staff in investigations and monitor progress against action plans.
- Support the Care Group triumvirate and the Clinical Governance Leads in ensuring governance across the care group is robust, effective and appropriately monitored.
- To liaise with the audit leads regarding work streams and action plans.
- Format, edit, proof reading and ensure all guidance is reflective of the house style before publication to the Clinical Guidelines System.
- Ensure that new initiatives and governance performance trends are communicated fully throughout the division.
- To support the team with the management of projects, taking appropriate action and gathering information as required.
- Participate in the organisation of training and induction sessions where required.
Communication and relationships
- To maintain a high level of professional conduct when dealing with service users, Trust staff, patients, relatives and members of the public.
- Build and maintain good relationships with clinical and non-clinical staff across the Trust.
- To liaise directly with administrative and clinical staff, as appropriate, in regards to resolving concerns / responding to enquiries.
- Ensure all communication which may be complex, contentious or sensitive, is undertaken in a responsive and inclusive manner, focussing on improvement and ways to move forward.
- Communicate complex, distressing and sensitive information in an appropriate manner in writing, in person and by telephone.
- Sensitively manage expectations of service users to help achieve successful resolution of concerns.
- Be able to communicate effectively in highly emotive situations.
- To be an active listener with the ability to communicate on complex maters, issues, concerns and to be fair and consistent.
- Ensure and demonstrate effective written communication.
- Establish robust working relationships with the Patient Safety Team and work closely with these areas to ensure that all Serous Incidents are investigated thoroughly and within the Trust timeframes.
- Establish regular meetings with Patient Safety Team to discuss and review any outstanding areas of concern and agree actions where appropriate.
- Develop a good understanding of the functions and service provided by the STAE Care Group of Directorates.
- Have an understanding of the wider functions and services provided by an acute Trust
- Have an understanding of the Care Quality Commissions regulations and outcomes.
- Have a demonstrable working knowledge of the Trusts computer systems to ensure that data is captured appropriately and analysed effectively for monthly reporting.
- To have an understanding and ability to work with inPhase in relation to Incidents, Claims, Quality Alerts and Risk.
Job description
Job responsibilities
Risk and Governance
- To provide essential administrative support for the risk and governance process in relation to arranging meetings, agendas, recording minutes and action plan creation and development.
- Review all STAE adverse incidents submitted via the incident reporting system ensuring either they are graded according to severity and then closed or preliminary investigations initiated.
- Maintaining an accurate filing, archiving system of all investigation paperwork, and supporting information.
- Liaising with relevant clinicians and managers for progress against action plans following incident panel meetings, updating and monitoring and reporting systems.
- Facilitate the weekly incident review meeting (IRM), ensuring the availability of clinical notes and any other relevant documentation prior to the meeting.
- Ensure a detailed action tracker of the cases presented at IRM is kept and any resulting follow-up actions are undertaken and appropriately recorded.
- Co-ordinate adverse incident investigation upon notification by the service lead. Meet with staff involved or request statements as appropriate to ensure a thorough investigation process is completed and records are maintained within the incident reporting system.
- For adverse incidents with moderate harm or above in addition to the above arrange a rapid response meeting with all key staff members involved to agree a lead investigator and information required for the investigation.
- Ensure all required clinical information is available to the designated lead investigator.
- Assist with providing information as requested to clinical teams.
- Assist when requested with a root cause analysis ensuring all templates are available to enable a robust investigation to be completed which informs appropriate recommendations and actions.
- Support managers and clinical staff in investigations and monitor progress against action plans.
- Support the Care Group triumvirate and the Clinical Governance Leads in ensuring governance across the care group is robust, effective and appropriately monitored.
- To liaise with the audit leads regarding work streams and action plans.
- Format, edit, proof reading and ensure all guidance is reflective of the house style before publication to the Clinical Guidelines System.
- Ensure that new initiatives and governance performance trends are communicated fully throughout the division.
- To support the team with the management of projects, taking appropriate action and gathering information as required.
- Participate in the organisation of training and induction sessions where required.
Communication and relationships
- To maintain a high level of professional conduct when dealing with service users, Trust staff, patients, relatives and members of the public.
- Build and maintain good relationships with clinical and non-clinical staff across the Trust.
- To liaise directly with administrative and clinical staff, as appropriate, in regards to resolving concerns / responding to enquiries.
- Ensure all communication which may be complex, contentious or sensitive, is undertaken in a responsive and inclusive manner, focussing on improvement and ways to move forward.
- Communicate complex, distressing and sensitive information in an appropriate manner in writing, in person and by telephone.
- Sensitively manage expectations of service users to help achieve successful resolution of concerns.
- Be able to communicate effectively in highly emotive situations.
- To be an active listener with the ability to communicate on complex maters, issues, concerns and to be fair and consistent.
- Ensure and demonstrate effective written communication.
- Establish robust working relationships with the Patient Safety Team and work closely with these areas to ensure that all Serous Incidents are investigated thoroughly and within the Trust timeframes.
- Establish regular meetings with Patient Safety Team to discuss and review any outstanding areas of concern and agree actions where appropriate.
- Develop a good understanding of the functions and service provided by the STAE Care Group of Directorates.
- Have an understanding of the wider functions and services provided by an acute Trust
- Have an understanding of the Care Quality Commissions regulations and outcomes.
- Have a demonstrable working knowledge of the Trusts computer systems to ensure that data is captured appropriately and analysed effectively for monthly reporting.
- To have an understanding and ability to work with inPhase in relation to Incidents, Claims, Quality Alerts and Risk.
Person Specification
Knowledge
Essential
- ECDL or proven equivalent experience in MS Package, Email and Internet browsers. Advanced keyboard use and the ability to apply IT skills effectively
- Proficiency with spreadsheets, databases and presentation software
- Knowledge of the NHS complaints regulations and the legal framework supporting it
- Understanding of incident management processes
- A good knowledge of corporate and information governance issues
- Understanding of risk management processes
Desirable
- Knowledge of medical terminology
Education
Essential
- Good general education to GCSE level or above with Mathematics and English.
- ICT qualification
Person Specification
Knowledge
Essential
- ECDL or proven equivalent experience in MS Package, Email and Internet browsers. Advanced keyboard use and the ability to apply IT skills effectively
- Proficiency with spreadsheets, databases and presentation software
- Knowledge of the NHS complaints regulations and the legal framework supporting it
- Understanding of incident management processes
- A good knowledge of corporate and information governance issues
- Understanding of risk management processes
Desirable
- Knowledge of medical terminology
Education
Essential
- Good general education to GCSE level or above with Mathematics and English.
- ICT 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
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).
