Job summary
Clinical effectiveness means ensuring that everything is designed to provide the best outcomes for patients - the right thing, to the right person, at the right time.
As the Clinical Effectiveness Administrator, your role will provide support to the Audit, Assurance and Effectiveness Team with several work portfolios that underpin the clinical effectiveness agenda.
We are looking for an enthusiastic individual with excellent communication skills, that is highly organised, and who is looking to expand their knowledge in regards to some of the less visible processes that happen within a large acute hospital.
Excellent customer service skills and attention to detail are paramount for this role.
The work of the team can be varied and workload can fluctuate in response to both internal and external pressures. The post holder will therefore be required to be flexible in their approach to work and provide support to the wider team as directed by the Audit, Assurance and Effectiveness Lead.
The Audit, Assurance and Effectiveness Team consists of a Clinical Effectiveness Administrator, an Assurance Officer and the Audit, Assurance and Effectiveness Team.
Main duties of the job
- Provide daily support to Trust staff regarding queries, responding to emails, telephone queries and face to face enquiries as they arise.
- Accurately maintain registers of information.
- Contact staff regarding any problems or queries as they arise to ensure that these are resolved in a timely manner using their judgement where there may be a range of options and solutions.
- Liaise with other key teams such as Performance Information Team and Central Records Library as required to obtain data pertinent to work or hospital casenotes.
- Provide relevant timely information to the Audit, Assurance and Effectiveness Lead to support routine Committee reporting
- Support the administration of the key groups/committees including drafting minutes.
- Follow up with key individuals for outstanding information using persuasive and motivational skills.
This team is responsible for overseeing and managing clinical effectiveness and assurance portfolios. This includes but is not limited to:
- Clinical Audit (local and national)
- National Best Practice Guidance (NICE)
- Trust Clinical Guidelines
- External Reviews
- National Confidential Enquiries (NCEPOD)
- The process for governing the introduction of new clinical procedures and practice
The reach of this team spans across the Trust resulting in a wealth of organisational knowledge.
About us
The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Job description
Job responsibilities
Clinical Audit (Local and National)
- Provide daily support to Trust staff regarding clinical audit queries, responding to emails, telephone queries and face to face audit enquiries as they arise.
- Provide advice on the difference between service evaluation and audits.
- Provide advice on the audit process including how to register audits and submit results.
- Ensure that the information provided on the Trusts Staffnet page is accurate and maintained up to date.
- Ensure that audit proposals meet the minimum standards specified.
- Accurately maintain a register of audit activity, including the current audit status.
- Contact staff regarding any problems or queries as they arise to ensure that these are resolved in a timely manner using their judgement where there may be a range of options and solutions.
- Liaise with the Performance Information Team as required to obtain data pertinent to audit projects.
- To order hospital records from the Central Records Library for high priority corporate audits.
- Ensure that audits and associated agreed actions are followed up with project leads, obtaining suitable assurance that the recommendations are complete.
- Send electronic certificates to project leads.
- Maintain regular contact with all project leads and approving consultants to ensure that the clinical audit database is an accurate reflection of ongoing audit/action plan status.
- To follow up with Clinicians / Project Leads for outstanding audits.
- Where required for urgent deadlines, assist with the collection and data entry for national audit submissions.
- Provide relevant timely information to the Audit, Assurance and Effectiveness Lead to support routine Committee reporting on clinical audit activity.
- Escalate any concerns as they arise to the Audit, Assurance and Effectiveness Lead.
- To join national clinical audit forum to keep abreast of national developments in Clinical Audit and related best practice.
- Actively promote the work of the Clinical Audit Team and contribute to activities which increase effective operational input into clinical audit.
NCEPOD
- Assist the Audit, Assurance and Effectiveness Lead with the facilitation of NCEPOD studies, ordering notes, contacting Consultants to complete relevant questionnaires and collecting completed forms.
- Escalate any concerns as they arise to the Audit, Assurance and Effectiveness Lead.
NICE and National Best Practice Guidance
- With the support of the Assurance Officer, ensure that new guidance is identified and distributed to the relevant leads in a timely manner in line with policy requirements.
- Maintain the NICE register to ensure that the content is an accurate reflection of current compliance status.
- Issue reminders to leads to ensure that compliance returns are completed in line with the timeframes detailed in Trust Policy.
Clinical Guidelines
- Maintain the register of clinical guidelines.
- Chase out of date guidelines and publish new or revised guidelines in line with Trust Policy.
- Escalate any concerns as they arise to the Audit, Assurance and Effectiveness Lead.
Committee Support
- Support the administration of the Clinical Effectiveness Group including drafting Minutes.
External Assessments
- Issue reminders to external assessment Leads to ensure that the database is an accurate reflection of ongoing assessment status.
- Chase Leads for outstanding information using persuasive and motivational skills.
Other support
- To highlight any emerging themes or trends or areas of concern for immediate escalation to the Audit, Assurance and Effectiveness Lead.
- Provide support with report writing by preparing basic data for inclusion in reports that the team produces.
- The work of the team can be varied and workload can fluctuate in response to both internal and external pressures. The post holder will therefore be required to be flexible in their approach to work and provide support to the wider team as directed by the Audit, Assurance and Effectiveness Lead.
- Work collaboratively with the other members of the Quality Governance Team to ensure that where required, the team is cross skilled and able to provide cover for absences to ensure that an effective service can continue to be delivered to the Trust.
- To attend and contribute to meetings (internal and external) pertinent to Clinical Audit or the work of the Audit, Assurance and Effectiveness Team.
- The post holder will also be expected to support and possibly participate in the programme of mock inspection work undertaken by the team. This will require the post holder to:
- observe practices in a clinical environment and identify what is good and bad practice.
- engage with patients, members of the public and staff of all levels in a respectful manner and gather information regarding their experiences of care or delivery of care.
COMMUNICATIONS & WORKING RELATIONSHIPS
The post holder will need to be able to communicate effectively with the following people when appropriate and required to do so:
- Head of Quality, Safety and Governance
- Audit, Assurance and Effectiveness Lead
- Assurance Officer
- Quality Governance Team
- Deputy Medical Directors
- Deputy Chief Nurses
- Associate Chief Nursing Officers
- Quality Managers
- Performance Information Team
- Central Records Library staff
- Staff of all grades and roles within the Trust
Job description
Job responsibilities
Clinical Audit (Local and National)
- Provide daily support to Trust staff regarding clinical audit queries, responding to emails, telephone queries and face to face audit enquiries as they arise.
- Provide advice on the difference between service evaluation and audits.
- Provide advice on the audit process including how to register audits and submit results.
- Ensure that the information provided on the Trusts Staffnet page is accurate and maintained up to date.
- Ensure that audit proposals meet the minimum standards specified.
- Accurately maintain a register of audit activity, including the current audit status.
- Contact staff regarding any problems or queries as they arise to ensure that these are resolved in a timely manner using their judgement where there may be a range of options and solutions.
- Liaise with the Performance Information Team as required to obtain data pertinent to audit projects.
- To order hospital records from the Central Records Library for high priority corporate audits.
- Ensure that audits and associated agreed actions are followed up with project leads, obtaining suitable assurance that the recommendations are complete.
- Send electronic certificates to project leads.
- Maintain regular contact with all project leads and approving consultants to ensure that the clinical audit database is an accurate reflection of ongoing audit/action plan status.
- To follow up with Clinicians / Project Leads for outstanding audits.
- Where required for urgent deadlines, assist with the collection and data entry for national audit submissions.
- Provide relevant timely information to the Audit, Assurance and Effectiveness Lead to support routine Committee reporting on clinical audit activity.
- Escalate any concerns as they arise to the Audit, Assurance and Effectiveness Lead.
- To join national clinical audit forum to keep abreast of national developments in Clinical Audit and related best practice.
- Actively promote the work of the Clinical Audit Team and contribute to activities which increase effective operational input into clinical audit.
NCEPOD
- Assist the Audit, Assurance and Effectiveness Lead with the facilitation of NCEPOD studies, ordering notes, contacting Consultants to complete relevant questionnaires and collecting completed forms.
- Escalate any concerns as they arise to the Audit, Assurance and Effectiveness Lead.
NICE and National Best Practice Guidance
- With the support of the Assurance Officer, ensure that new guidance is identified and distributed to the relevant leads in a timely manner in line with policy requirements.
- Maintain the NICE register to ensure that the content is an accurate reflection of current compliance status.
- Issue reminders to leads to ensure that compliance returns are completed in line with the timeframes detailed in Trust Policy.
Clinical Guidelines
- Maintain the register of clinical guidelines.
- Chase out of date guidelines and publish new or revised guidelines in line with Trust Policy.
- Escalate any concerns as they arise to the Audit, Assurance and Effectiveness Lead.
Committee Support
- Support the administration of the Clinical Effectiveness Group including drafting Minutes.
External Assessments
- Issue reminders to external assessment Leads to ensure that the database is an accurate reflection of ongoing assessment status.
- Chase Leads for outstanding information using persuasive and motivational skills.
Other support
- To highlight any emerging themes or trends or areas of concern for immediate escalation to the Audit, Assurance and Effectiveness Lead.
- Provide support with report writing by preparing basic data for inclusion in reports that the team produces.
- The work of the team can be varied and workload can fluctuate in response to both internal and external pressures. The post holder will therefore be required to be flexible in their approach to work and provide support to the wider team as directed by the Audit, Assurance and Effectiveness Lead.
- Work collaboratively with the other members of the Quality Governance Team to ensure that where required, the team is cross skilled and able to provide cover for absences to ensure that an effective service can continue to be delivered to the Trust.
- To attend and contribute to meetings (internal and external) pertinent to Clinical Audit or the work of the Audit, Assurance and Effectiveness Team.
- The post holder will also be expected to support and possibly participate in the programme of mock inspection work undertaken by the team. This will require the post holder to:
- observe practices in a clinical environment and identify what is good and bad practice.
- engage with patients, members of the public and staff of all levels in a respectful manner and gather information regarding their experiences of care or delivery of care.
COMMUNICATIONS & WORKING RELATIONSHIPS
The post holder will need to be able to communicate effectively with the following people when appropriate and required to do so:
- Head of Quality, Safety and Governance
- Audit, Assurance and Effectiveness Lead
- Assurance Officer
- Quality Governance Team
- Deputy Medical Directors
- Deputy Chief Nurses
- Associate Chief Nursing Officers
- Quality Managers
- Performance Information Team
- Central Records Library staff
- Staff of all grades and roles within the Trust
Person Specification
Qualifications
Essential
- NVQ Level 3 in Business Administration or demonstrable equivalent experience
Knowledge & Experience
Essential
- Demonstrable experience in working with clinical staff and clinical organisations.
- Demonstrable, well developed IT skills, including Outlook, Word, Excel, MS Teams and PowerPoint.
- Data skills to include data entry and ability to manipulate data into charts/graphs.
Desirable
- Basic understanding of clinical audit and other Clinical Effectiveness workstreams
- Basic understanding of compliance, assurance and governance.
- Proven knowledge of medical terminology.
Person Specification
Qualifications
Essential
- NVQ Level 3 in Business Administration or demonstrable equivalent experience
Knowledge & Experience
Essential
- Demonstrable experience in working with clinical staff and clinical organisations.
- Demonstrable, well developed IT skills, including Outlook, Word, Excel, MS Teams and PowerPoint.
- Data skills to include data entry and ability to manipulate data into charts/graphs.
Desirable
- Basic understanding of clinical audit and other Clinical Effectiveness workstreams
- Basic understanding of compliance, assurance and governance.
- Proven knowledge of medical terminology.
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).
