Job summary
The job holder will be allocated to work with the EIM Risk Manager, however due to the nature of the role, will work with other ICSU's risk teams. The role is to maintain a streamlined administrative process revolving around the patient safety events. The job holder will be responsible for administrative tasks, including emails, scheduling meetings, taking minutes/notes at meetings, writing and posting standard letters, adding actions to Datix, updating information on Datix, updating excel spread sheets, formatting and spell-checking word documents, phone calls and communicating with junior and senior clinical staff.
The post holder will be competent in extracting salient information from emails and discussion to ensure all information regarding deadlines is up to date.
The post holder will be exposed to highly sensitive and emotional information.
The postholder will be responsible for escalating and troubleshooting issues to the Risk and Quality Manager EIM and will contribute to finding proactive solutions to routine issues.
The post holder will become competent in the use of Information Technology including the computer software Datix for the recording and processing of incidents, and CareFlow/RiO for looking up information.
This post can be based at Whittington Hospital, Jenner building, but hybrid working is also possible.
Main duties of the job
please see job description for full details
The job holder will be allocated to work with the EIM Risk Manager, however due to the nature of the role, will work with other ICSU's risk teams. The role is to maintain a streamlined administrative process revolving around the patient safety events. The job holder will be responsible for administrative tasks, including emails, scheduling meetings, taking minutes/notes at meetings, writing and posting standard letters, adding actions to Datix, updating information on Datix, updating excel spread sheets, formatting and spell-checking word documents, phone calls and communicating with junior and senior clinical staff.
About us
Whittington Health serves a richly diverse population and works hard to ensure that all our services are fair and equally accessible to everyone. Nowhere is this more obvious than in the way we look after our staff. We aim to employ a workforce which is as representative as possible of this population, so we are open to the value of differences in age, disability, gender, marital status, pregnancy and maternity, race, sexual orientation, and religion or belief. The Trust believes that as a public sector organisation we have an obligation to have recruitment, training, promotion and other formal employment policies and procedures that are sensitive to these differences. We think that by doing so, we are better able to treat our patients as well as being a better place to work
Job description
Job responsibilities
MAIN DUTIES AND RESPONSIBILITIES
To maintain an administrative process for patient safety incidents and investigations and being able to manage a high number of investigation and their details efficiently, effectively and in good time to support deadlines.
Toschedule meeting with professionals from within the ICSU and other organisations.
Totake notes in meetings and process the notes to standard templates.
To update patient details and other information on Datix from other systems, i.e. RiO/CareFlow
Lead onspecific projects as required in discussion with the Risk Manager, i.e. improvement of Risk registers or collating data for a specific report.
To monitor the completion of Duty of candour letter and support the writing and posting of letters
Communicating Learning responses after investigation conclusion
To provide and receive routine information verbally or in written format. This may include emails and telephone calls. Ensuring that all messages are concisely relayed and actioned if require
To maintain a high degree ofconfidentiality in all aspects of service delivery and patient information in accordance with Trust policies and procedures and compliance with the Data Protection Act.
To maintain a high degree ofconfidentiality in the context of highly sensitive and emotional information.
To deliver acompassionate and caring telephone manner when speaking with professionals.
To knowwhen to ask for help in managing issues raised by professionals, and understanding what types of queries are reasonably dealt with through admin processes.
To communicate effectively.
To enter data and using general keyboard/word processing skills.
To organise own day to day work tasks or activities in an efficient, effective and timely manner.
To follow agreed protocols and policies seeking advice where appropriate.
To demonstrate a positive attitude to the work of the Department.
To learn about the definedquality standards for all aspects of the service includingthe monitoring of email accounts periodically to ensure timely receipt /respond to queries
Job description
Job responsibilities
MAIN DUTIES AND RESPONSIBILITIES
To maintain an administrative process for patient safety incidents and investigations and being able to manage a high number of investigation and their details efficiently, effectively and in good time to support deadlines.
Toschedule meeting with professionals from within the ICSU and other organisations.
Totake notes in meetings and process the notes to standard templates.
To update patient details and other information on Datix from other systems, i.e. RiO/CareFlow
Lead onspecific projects as required in discussion with the Risk Manager, i.e. improvement of Risk registers or collating data for a specific report.
To monitor the completion of Duty of candour letter and support the writing and posting of letters
Communicating Learning responses after investigation conclusion
To provide and receive routine information verbally or in written format. This may include emails and telephone calls. Ensuring that all messages are concisely relayed and actioned if require
To maintain a high degree ofconfidentiality in all aspects of service delivery and patient information in accordance with Trust policies and procedures and compliance with the Data Protection Act.
To maintain a high degree ofconfidentiality in the context of highly sensitive and emotional information.
To deliver acompassionate and caring telephone manner when speaking with professionals.
To knowwhen to ask for help in managing issues raised by professionals, and understanding what types of queries are reasonably dealt with through admin processes.
To communicate effectively.
To enter data and using general keyboard/word processing skills.
To organise own day to day work tasks or activities in an efficient, effective and timely manner.
To follow agreed protocols and policies seeking advice where appropriate.
To demonstrate a positive attitude to the work of the Department.
To learn about the definedquality standards for all aspects of the service includingthe monitoring of email accounts periodically to ensure timely receipt /respond to queries
Person Specification
Education/Qualifications
Essential
- Excellent written/spoken English
- Educated to GCSE/A (O) level or equivalent
- Knowledge of MS Word Processing and Data Entry Skills
Experience
Essential
- Previous admin/office experience
- Knowledge of: oMS Word
- Knowledge of: oMS Excel
- Knowledge of:oMS PowerPoint
- Knowledge of. Email programs such as Outlook and web based email services
- Experience of minute/note taking
Desirable
- Previous experience of working within the NHS
- Knowledge of Medical Terminology
Knowledge/Ability
Essential
- Ability to work as part of a team
- Ability to communicate in a clear and professional manner
- Demonstrate ability to work accurately and pay attention to detail
- Ability to act appropriately in stressful situations
- Ability to work using own initiatives
- Understanding Equal Opportunities and Confidentiality
- Willingness to undertake and use training relevant to the post
Skills and Abilities
Essential
- Excellent organisational skills
- Ability to prioritise workload
- Able to meet deadlines
- Ability to handle confidential information appropriately
Person Specification
Education/Qualifications
Essential
- Excellent written/spoken English
- Educated to GCSE/A (O) level or equivalent
- Knowledge of MS Word Processing and Data Entry Skills
Experience
Essential
- Previous admin/office experience
- Knowledge of: oMS Word
- Knowledge of: oMS Excel
- Knowledge of:oMS PowerPoint
- Knowledge of. Email programs such as Outlook and web based email services
- Experience of minute/note taking
Desirable
- Previous experience of working within the NHS
- Knowledge of Medical Terminology
Knowledge/Ability
Essential
- Ability to work as part of a team
- Ability to communicate in a clear and professional manner
- Demonstrate ability to work accurately and pay attention to detail
- Ability to act appropriately in stressful situations
- Ability to work using own initiatives
- Understanding Equal Opportunities and Confidentiality
- Willingness to undertake and use training relevant to the post
Skills and Abilities
Essential
- Excellent organisational skills
- Ability to prioritise workload
- Able to meet deadlines
- Ability to handle confidential information appropriately
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).
