Job summary
The Team is a small Clinical Governance Team in Southwark, working in conjunction with all Southwark Teams and the Southwark Operational Directorate Management Team.
Main duties of the job
About the role:
We are looking to recruit a highly motivated person to join our Governance team in the Southwark Operational Directorate.
As the team Administrator you will need to be able to provide high quality administrative support to the Clinical Governance team . The role includes supporting the timely completion of Serious Incident fact finder reports, complaint investigations, and ensuring an accurate record is kept in the Trust incident recording system (Datix), as well as managing and monitoring local administrative data systems.
You will need to be able to balance your work demands against those of the services the team supports and will need to be flexible and responsive to the changing needs of the services we serve.
Therefore, we are looking for some-one who is efficient, friendly and organised with excellent written and oral communication skills, who will be able to engage and develop good working relationships with staff working across the Trust.
About the location:
The role is based at the Maudsley Hospital in Denmark Hill.
About us
The Southwark Clinical Governance team works closely with the Head of Nursing and Southwark Directorate Management Team to provide assurance around patient safety issues, managing and learning from serious incidents and complaints, providing data to support services, developing systems to improve standardisation across services and embedding learning within the Directorate. We are, and serve, a diverse community and actively support and value equality and diversity within our staff.
Job description
Job responsibilities
To provide exceptional, high quality administrative support services to the Clinical Governance Team (CG) and the Southwark Operational Directorate. The post holder will provide a comprehensive, professional and confidential administrative service to the Team ensuring the department operates efficiently and effectively. The role requires a high level of discretion and the ability to work under pressure.
The post holder will be expected to work unsupervised and will need to be able to prioritise their workload, be flexible in their approach to work and to cope with any conflicting demands. They must be able to use initiative in dealing with enquiries and promoting the professional and caring image of the service. They will therefore need to be someone with good communication, interpersonal and organisational skills and who has a flexible approach to work and enjoys working as part of a team.
KEY RESPONSIBILITIES:
- Provide high quality administrative support to the Southwark Operational Directorate and Clinical Governance team, supporting the timely completion of Serious Incident Alert reviews by team managers, Serious Incident fact finder reports, complaint investigations, and ensuring an accurate record is kept in the Trust incident recording and Complaints system (Datix).
- Support Directorate to undertake specific projects or events as determined by Directorate, i.e. workshops
- Liaise with Governance Officer with regards to preparing for meetings, prepare agendas, take and transcribe minutes of meetings and circulate papers via Teams as necessary.
- Proficient use of Datix (Trust incident recording system for Incidents, formal complaints) and creating data reports as required. Monitor incident notifications to ensure all reported incidents meet Trust guidelines ie grading, correct record name, Directorate, etc, (see vetting an incident) and liaise with all services to ensure accuracy, request fact finder reports and ensure an accurate and up-to-date record is kept on Datix
- Process regular reports from Datix for all unapproved SIs to provide details for SMT and Directorate, cascade to all Southwark Services for Teams to review in a timely manner and approve
- Process data requests from all disciplines and Teams in the Directorate using Datix to search and extract information and create and design reports.
- To provide support to all Southwark Community and In-patient services with the formal process for investigating complaints and preparing written service level and executive responses to meet allocated timescales, ensuring that Datix is updated throughout this process. Monitor progress and current status and follow-up in a timely manner to completion and closure.
- To create, implement and monitor systems and processes for the effective and timely delivery of accurate data reports for the Directorate and monthly meetings.
- To deliver a high standard of customer care that is representative of the service and the overall Trusts objectives.
- To participate in regular supervision, appraisal and mandatory training processes as required for the post.
Job description
Job responsibilities
To provide exceptional, high quality administrative support services to the Clinical Governance Team (CG) and the Southwark Operational Directorate. The post holder will provide a comprehensive, professional and confidential administrative service to the Team ensuring the department operates efficiently and effectively. The role requires a high level of discretion and the ability to work under pressure.
The post holder will be expected to work unsupervised and will need to be able to prioritise their workload, be flexible in their approach to work and to cope with any conflicting demands. They must be able to use initiative in dealing with enquiries and promoting the professional and caring image of the service. They will therefore need to be someone with good communication, interpersonal and organisational skills and who has a flexible approach to work and enjoys working as part of a team.
KEY RESPONSIBILITIES:
- Provide high quality administrative support to the Southwark Operational Directorate and Clinical Governance team, supporting the timely completion of Serious Incident Alert reviews by team managers, Serious Incident fact finder reports, complaint investigations, and ensuring an accurate record is kept in the Trust incident recording and Complaints system (Datix).
- Support Directorate to undertake specific projects or events as determined by Directorate, i.e. workshops
- Liaise with Governance Officer with regards to preparing for meetings, prepare agendas, take and transcribe minutes of meetings and circulate papers via Teams as necessary.
- Proficient use of Datix (Trust incident recording system for Incidents, formal complaints) and creating data reports as required. Monitor incident notifications to ensure all reported incidents meet Trust guidelines ie grading, correct record name, Directorate, etc, (see vetting an incident) and liaise with all services to ensure accuracy, request fact finder reports and ensure an accurate and up-to-date record is kept on Datix
- Process regular reports from Datix for all unapproved SIs to provide details for SMT and Directorate, cascade to all Southwark Services for Teams to review in a timely manner and approve
- Process data requests from all disciplines and Teams in the Directorate using Datix to search and extract information and create and design reports.
- To provide support to all Southwark Community and In-patient services with the formal process for investigating complaints and preparing written service level and executive responses to meet allocated timescales, ensuring that Datix is updated throughout this process. Monitor progress and current status and follow-up in a timely manner to completion and closure.
- To create, implement and monitor systems and processes for the effective and timely delivery of accurate data reports for the Directorate and monthly meetings.
- To deliver a high standard of customer care that is representative of the service and the overall Trusts objectives.
- To participate in regular supervision, appraisal and mandatory training processes as required for the post.
Person Specification
Qualifications
Essential
- Good standard of general education including English and Mathematics
Desirable
- Secretarial/business qualification
Experience
Essential
- Previous demonstrable administrative experience supporting senior staff in a complex organisation
- Previous demonstrable experience of developing and implementing administrative systems
- Previous demonstrable experience of working to tight deadlines
Desirable
- An understanding of Datix
- An understanding of Electronic Patient Journey System
Skills and Knowledge
Essential
- Intermediate skills in Excel, PowerPoint, Word and Outlook
- Ability work using your own initiative and unsupervised
- Minute taking/action tracker
- Excellent verbal communication skills
- Excellent written communication skills
- Previous demonstrable experience of effectively collecting and presenting complex data/information
Desirable
Person Specification
Qualifications
Essential
- Good standard of general education including English and Mathematics
Desirable
- Secretarial/business qualification
Experience
Essential
- Previous demonstrable administrative experience supporting senior staff in a complex organisation
- Previous demonstrable experience of developing and implementing administrative systems
- Previous demonstrable experience of working to tight deadlines
Desirable
- An understanding of Datix
- An understanding of Electronic Patient Journey System
Skills and Knowledge
Essential
- Intermediate skills in Excel, PowerPoint, Word and Outlook
- Ability work using your own initiative and unsupervised
- Minute taking/action tracker
- Excellent verbal communication skills
- Excellent written communication skills
- Previous demonstrable experience of effectively collecting and presenting complex data/information
Desirable
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).
