Patient Safety & Quality Administrator, Band 3

Job description

Job responsibilities

Job Purpose:

- To provide administrative support to the corporate and divisional Patient Safety & Quality Teams.

- To support the DATIX System Manager with the administration of the Trust Risk Management Software (DATIX).

Key Areas of Responsibility:

- Ensuring that a consistent level of admin support is provided to the Patient Safety & Quality team.

- Responding to routine enquiries from all grades of staff across the Trust as well as from representatives of external organisations

-Co-ordinating and supporting the provision of training in patient safety and risk processes, including maintaining a record of all training undertaken.

- Requesting and tracking patient notes as requested by the team.

- Carrying out general administration duties including: taking minutes, answering the phone, electronic filing, generating basic reports, data entry, responding to emails and some aspects of diary management.

- Arranging a variety of meetings, workshops and presentations

- Supporting the transfer of sensitive and sometimes contentious information arising from safety incidents while maintaining confidentiality and using discretion.

- Attending regular team meetings.

- Managing shared email inboxes and phone lines and directing queries appropriately.

- Providing administration support cover for the Patient Safety & Quality Managers and DATIX systems Manager when absent, escalating any complex queries.

- Monitoring and inputting incidents reported through the hotline.

- Maintaining up to date contact and distribution lists

- Carrying out basic quality assurance checks as instructed.

- Maintaining and updating data dashboards as required

- Basic use of Trak care and electronic patient record to provide support to the Patient Safety and Quality advisors in identifying admission and appointment history for patients involved in incidents

-Prolonged use of computers for majority of working day

- Prolonged and frequent periods of concentration

- Ability to remain focused during repetitive tasks

- Establishing effective and open administrative processes and filing systems that enables easy access to all material by post holder and team.

- Requesting goods as required and requested directly by Line Manager using P2P systems

- To undertake any other duties compatible with grade in discussion with Line Manager

- Managing electronic storage provisions through the use of share drives and SharePoint sites

- Supporting the Patient Safety and Quality team tracking incidents and action plans

- Responding to enquiries and providing process related advice and guidance where able and escalating queries where required.

- Entering data and generating reports from databases and spreadsheets using defined search criteria

- Supporting the Datix System Manager in the administration of the Trust risk management software for incidents, risk registers, complaints, PALS, mortality and claims

- Carrying out DATIX system administration duties to include: approving contacts, creating and modifying user profiles and resetting passwords.

- Supporting the DATIX System Manager with the production of training materials/presentations to support training in the Trust risk management software

Person Specification

Qualifications

Essential

• Educated to NVQ level 3 or equivalent

Desirable

• NVQ 3 Business Administration or equivalent

Experience

Essential

• Previous administrative experience (appropriate years) including electronic databases or management systems

Knowledge/ Skills

Essential

• Advanced keyboard and IT skills with advanced experience and competence in Microsoft Office packages to include Outlook, Word & Excel
• Ability to prioritise and organise own work load with varying and unpredictable demands, working without supervision.
• Excellent verbal and written skills
• Diligent with excellent attention to detail communication and interpersonal skills with the ability to communicate clearly and concisely

Desirable

• Maintain up to date records in manual and electronic office systems, ensuring consistency, accuracy, attention to detail and enabling information to be located and retrieved.

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.

Employer details

Employer name

Gloucestershire Hospitals NHS Foundation Trust

Address

Trustwide

Gloucestershire

GL1 3NN

Employer's website

https://www.gloshospitals.nhs.uk/ (Opens in a new tab)