Job summary
This is an exciting opportunity to join Worcestershire Acute Hospital Trusts Healthcare Standards Team.
The Healthcare Standards Team supports the delivery of the Care Quality Commission (CQC) Regulated Activity, ensuring our patients receive safe, effective, compassionate and high-quality care.
Our team is responsible for maintaining the Trust's relationship with the CQC and supports facilitating CQC inspections and assessments of quality and safety. We also use a number of sources to gather evidence and provide assurance that areas are meeting the fundamental standards of care. This may involve running our own visits to internal departments at our hospitals, to identify how teams can improve and celebrate what they are doing well.
The main focus of this role would be to support the Healthcare Standards Teams administration of projects, communication and planned actions. We would like to welcome a new member to our small team who is eager to learn and enjoys a fast paced environment, this is the perfect role to learn and develop your understanding of processes, governance and operations.
Main duties of the job
The principal purpose of this role is to provide administrative support to the Healthcare Standards Team, particularly supporting processes relating to the Care Quality Commission (CQC) regulated activity. The role requires a high degree of confidentiality, attention to detail, ability to liaise with a wide range of Staff Groups, Executives and Public, Commissioners and Regulators. In addition, to support the Quality and Patient Safety Plan and assurance processes with changes to documentation and extracting reported information to support Quality and Safety visits.
The post holder will need to be an experienced multitasker and have experience with Microsoft applications such as Word, PowerPoint and Excel.
This role may require cross-site working but the main base is at Worcestershire Royal Hospital.
About us
Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this.
Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.
The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester
Our workforce is nearly 6,800 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.
We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.
Our objectives are simple:
- Best services for local people
- Best experience of care and best outcomes for our patients
- Best use of resources
- Best people
Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.
We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.
Job description
Job responsibilities
General Admin:
- To prioritise and manage the day-to-day organisation of the Healthcare Standards generic email account to ensure work is allocated and progress monitored and escalate any requests that are nearing deadlines.
- To ensure information is entered into supporting databases and systems in support of new processes ensuring a high standard of data quality is maintained at all times.
- To manage telephone queries or internal and external visitors to the department as appropriate
- To ensure that any conflicts in Patient Public Forum, Executive and Non-Executive Quality visit schedules are handled sensitively and in a professional manner.
- To assist in the organising of data, to check information received is of a high standard of quality prior to presenting for onward approval.
- To support collaborative working by ensuring MS Team space is set up for sharing information for multi team working.
- Assist in arranging meetings, booking rooms, informing departments of key dates, circulating supporting information, making necessary arrangements for any presentation to various meetings.
- To support the day-to-day management of the Clinical Governance management system folder structure and supporting evidence files and filing.
- To provide administrative support for the Quality portfolio by preparing reports extracted from trust systems in preparation for visits and trust publications.
- To support the Healthcare Standards Team in reacting to Trust priorities in set up of new services and initiatives where necessary.
Quality Improvement & Assurance:
- To maintain a database recording the details of any Quality Assurance Visits and audits performed by both internal and external auditors.
- To extract information to support Quality and Safety visits and prepare packs for attendees.
- To support the creation of posters, flow charts and content in line with the Healthcare Standards Team agenda for sharing with wards, departments and trust members.
Care Quality Commission (CQC):
- To maintain a database recording the details of any CQC ad-hoc and regular requests.
- To provide admin support for the activities that prepare the Trust for CQC Inspections, with set up of meetings, ensuring links are provided within calendar invites and content shared prior to meetings.
- To set up and maintain the supporting management system for the safe storage of information to and from the CQC.
This job description is not comprehensive or exclusive and will be amended from time to time in consultation with the post holder. The post holder will be expected to:
- Participate in own appraisals and personal reviews and work to achieve agreed set objectives.
- Participate in appropriate training and development activities as required.
Job description
Job responsibilities
General Admin:
- To prioritise and manage the day-to-day organisation of the Healthcare Standards generic email account to ensure work is allocated and progress monitored and escalate any requests that are nearing deadlines.
- To ensure information is entered into supporting databases and systems in support of new processes ensuring a high standard of data quality is maintained at all times.
- To manage telephone queries or internal and external visitors to the department as appropriate
- To ensure that any conflicts in Patient Public Forum, Executive and Non-Executive Quality visit schedules are handled sensitively and in a professional manner.
- To assist in the organising of data, to check information received is of a high standard of quality prior to presenting for onward approval.
- To support collaborative working by ensuring MS Team space is set up for sharing information for multi team working.
- Assist in arranging meetings, booking rooms, informing departments of key dates, circulating supporting information, making necessary arrangements for any presentation to various meetings.
- To support the day-to-day management of the Clinical Governance management system folder structure and supporting evidence files and filing.
- To provide administrative support for the Quality portfolio by preparing reports extracted from trust systems in preparation for visits and trust publications.
- To support the Healthcare Standards Team in reacting to Trust priorities in set up of new services and initiatives where necessary.
Quality Improvement & Assurance:
- To maintain a database recording the details of any Quality Assurance Visits and audits performed by both internal and external auditors.
- To extract information to support Quality and Safety visits and prepare packs for attendees.
- To support the creation of posters, flow charts and content in line with the Healthcare Standards Team agenda for sharing with wards, departments and trust members.
Care Quality Commission (CQC):
- To maintain a database recording the details of any CQC ad-hoc and regular requests.
- To provide admin support for the activities that prepare the Trust for CQC Inspections, with set up of meetings, ensuring links are provided within calendar invites and content shared prior to meetings.
- To set up and maintain the supporting management system for the safe storage of information to and from the CQC.
This job description is not comprehensive or exclusive and will be amended from time to time in consultation with the post holder. The post holder will be expected to:
- Participate in own appraisals and personal reviews and work to achieve agreed set objectives.
- Participate in appropriate training and development activities as required.
Person Specification
Experience
Essential
- Previous NHS experience IT skills in the use of Microsoft Office Applications, including Word, PowerPoint and Excel Diary management, scheduling and negotiating conflicts
Desirable
- Current Acute Trust experience Experience in data entry
Personal Qualities
Essential
- Demonstrate initiative, motivation and ability to prioritise workload Able to work as part of a team and deal with competing priorities Pays close attention to detail Appreciates when to seek assistance Able to communicate sensitively and effectively with members of the public Able to work as a member of a team Flexible attitude to routine/ non routine work Ability to maintain confidentiality Remain calm under pressure
Qualifications
Essential
- 5 GCSE at A-C Grade, to include English and Maths Recognised computer/ IT skills qualification
Desirable
- Graphical production experience Flow chart production
Skills/ Knowledge
Essential
- Good verbal and written communication skills Self-motivated Good organisational skills Able to maintain electronic and manual databases Ability to maintain electronic filing systems Competent use of MS Teams and associated modules such as posts, files, team tasks and scheduling
Desirable
- Knowledge of NHS Datix Knowledge of Care Quality Commission Regulation
Other Job Requirements
Essential
- Flexibility in working hours and the ability to work outside office hours as required and on occasions at short notice. For example, participate in quality review or inspection visits Willingness to undertake further training/ self-development Ability to travel to other Trust sites Compliance with Trust dress code Conscious of appropriate image and self-presentation to suit the department
Person Specification
Experience
Essential
- Previous NHS experience IT skills in the use of Microsoft Office Applications, including Word, PowerPoint and Excel Diary management, scheduling and negotiating conflicts
Desirable
- Current Acute Trust experience Experience in data entry
Personal Qualities
Essential
- Demonstrate initiative, motivation and ability to prioritise workload Able to work as part of a team and deal with competing priorities Pays close attention to detail Appreciates when to seek assistance Able to communicate sensitively and effectively with members of the public Able to work as a member of a team Flexible attitude to routine/ non routine work Ability to maintain confidentiality Remain calm under pressure
Qualifications
Essential
- 5 GCSE at A-C Grade, to include English and Maths Recognised computer/ IT skills qualification
Desirable
- Graphical production experience Flow chart production
Skills/ Knowledge
Essential
- Good verbal and written communication skills Self-motivated Good organisational skills Able to maintain electronic and manual databases Ability to maintain electronic filing systems Competent use of MS Teams and associated modules such as posts, files, team tasks and scheduling
Desirable
- Knowledge of NHS Datix Knowledge of Care Quality Commission Regulation
Other Job Requirements
Essential
- Flexibility in working hours and the ability to work outside office hours as required and on occasions at short notice. For example, participate in quality review or inspection visits Willingness to undertake further training/ self-development Ability to travel to other Trust sites Compliance with Trust dress code Conscious of appropriate image and self-presentation to suit the department
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.