Job summary
The post holder is responsible for facilitating the functions of the Trust's Clinical Risk and Safety Investigations Team. This will include, but is not limited to providing administrative and clerical support in respect of risks, incidents, the CAS alert process, as needed, the InPhase risk management system, patient safety and quality improvement.
The post holder will act as the first line of contact for the department providing and exchanging information and advice, and escalating where necessary.
Whilst working within the Trust's Clinical Risk and Safety Investigations Team, the post holder will be expected to work closely with staff at all levels of the organisation. The post holder will be required to work independently, under supervision and as part of a team.
Main duties of the job
- To provide high quality administrative support for corporate risk and governance activities using a range of secretarial procedures and Trust software programmes and MS Tools.
- To support the team to ensure that patient safety incidents are identified, reviewed and reported within the nationally set timeframes by providing robust and timely administrative support, liaising with clinical teams and escalating when necessary in order to meet contractually set deadlines.
- Administer the Trusts CAS alert mailbox, receiving and responding to alerts issued from the national alerting system.
About us
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics.
You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career.
We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. Please ensure that you make your application as soon as possible.
All new staff will be subject to a probationary period covering their first six months in post. Travel between hospital sites may be required.
Please review all documents attached to this advert to ensure you familiarize yourself with all requirements of the job.
This post is currently based at Luton; if the Bedford site is preferred this can be discussed at interview
Job description
Job responsibilities
General Administrative and Office Support
- To provide high quality administrative support for corporate risk and governance activities using a range of secretarial procedures and Trust software programmes and MS Tools.
- Act as departmental facilitator; dealing with correspondence, telephone enquiries and visitors to the department, assisting them in accordance with good customer care practice, passing them on to relevant staff.
- Provide a full clerical support service to the department including organising, sorting and filing documents and papers; dealing with incoming and outgoing paper and electronic post as required; photocopying, distributing information by post or email; typing letters and other documents.
- Monitor stock levels and re-order stationery and office supplies and non-stock items as necessary, liaising with IT and procurement departments as appropriate, and following up on any outstanding orders, when required.
- Maintain an accurate and up-to-date and organised departmental electronic filing system working within the principles of the NHS Records Management Code.
- Responsible for arranging and coordinating meetings for the Clinical Risk and Safety Investigations department, including preparing and circulating agendas and papers, booking venues, arranging interpreters as appropriate and supporting associated arrangements.
- To provide secretariat to any risk and governance meetings and take and transcribe formal minutes.
- Manage administrative processes through the support of high quality communication, data and information systems.
- Support the development of any risk and governance templates and support documents for the divisional teams to promote standardised governance processes across the organisation.
- Respond positively and flexibly to changing and often urgent demands to ensure the Clinical Risk and Safety Investigations department maintains a professional and responsive function.
Patient Safety Incident Response Framework (PSIRF) Process
- To support the team to ensure that patient safety incidents are identified, reviewed and reported within the nationally set timeframes by providing robust and timely administrative support, liaising with clinical teams and escalating when necessary in order to meet contractually set deadlines.
- Set up, coordinate and minute the PSIR Panels as required and circulate appropriate papers.
- Liaise with investigation teams to ensure timescales are adhered to and escalate any risks to timely completion of investigations to the Clinical Risk and Safety Investigations Manager.
- Support the team to develop, maintain and monitor a system for tracking progress against deadlines for incidents.
- Provide investigative templates and documents to clinical teams as required and liaise with the Trust communications team to ensure that the departmental templates and information are kept updated on the Trust intranet.
Central Alerting System (CAS) Alert Process
- Administer the Trusts CAS alert mailbox, receiving and responding to alerts issued from the national alerting system, as required.
- Disseminate alerts to the appropriate leads, monitoring compliance with implementation of any actions required within the timescales set.
- Maintain the Trusts CAS database, providing a comprehensive means to demonstrate compliance with alerts issued.
Risk Management System
- To support the Quality and Safety teams in the use of InPhase, providing support run reports, ensure accurate and complete data capture and help to prepare information for upload to Learning From Patient Safety Events (LFPSE)
- Have a knowledge and understanding of the Risk Management Process and the InPhase Risk Management System or any successors.
- Support the Risk Management Systems Senior Officer in tasks relating to day to day InPhase management.
- Submit incident forms to the LFPSE (or its successor systems) when required.
Training Administration
- Support the Clinical Risk and Governance teams by ensuring that training programmes are organised and coordinated, ensuring that high quality resources are available.
- Coordinate representation on Trust training programmes, including induction and statutory training, for the Clinical Risk and Safety Investigations team.
- Support the team in preparing PowerPoint presentations and other training materials ensuring that these are available at training venues when required.
Job description
Job responsibilities
General Administrative and Office Support
- To provide high quality administrative support for corporate risk and governance activities using a range of secretarial procedures and Trust software programmes and MS Tools.
- Act as departmental facilitator; dealing with correspondence, telephone enquiries and visitors to the department, assisting them in accordance with good customer care practice, passing them on to relevant staff.
- Provide a full clerical support service to the department including organising, sorting and filing documents and papers; dealing with incoming and outgoing paper and electronic post as required; photocopying, distributing information by post or email; typing letters and other documents.
- Monitor stock levels and re-order stationery and office supplies and non-stock items as necessary, liaising with IT and procurement departments as appropriate, and following up on any outstanding orders, when required.
- Maintain an accurate and up-to-date and organised departmental electronic filing system working within the principles of the NHS Records Management Code.
- Responsible for arranging and coordinating meetings for the Clinical Risk and Safety Investigations department, including preparing and circulating agendas and papers, booking venues, arranging interpreters as appropriate and supporting associated arrangements.
- To provide secretariat to any risk and governance meetings and take and transcribe formal minutes.
- Manage administrative processes through the support of high quality communication, data and information systems.
- Support the development of any risk and governance templates and support documents for the divisional teams to promote standardised governance processes across the organisation.
- Respond positively and flexibly to changing and often urgent demands to ensure the Clinical Risk and Safety Investigations department maintains a professional and responsive function.
Patient Safety Incident Response Framework (PSIRF) Process
- To support the team to ensure that patient safety incidents are identified, reviewed and reported within the nationally set timeframes by providing robust and timely administrative support, liaising with clinical teams and escalating when necessary in order to meet contractually set deadlines.
- Set up, coordinate and minute the PSIR Panels as required and circulate appropriate papers.
- Liaise with investigation teams to ensure timescales are adhered to and escalate any risks to timely completion of investigations to the Clinical Risk and Safety Investigations Manager.
- Support the team to develop, maintain and monitor a system for tracking progress against deadlines for incidents.
- Provide investigative templates and documents to clinical teams as required and liaise with the Trust communications team to ensure that the departmental templates and information are kept updated on the Trust intranet.
Central Alerting System (CAS) Alert Process
- Administer the Trusts CAS alert mailbox, receiving and responding to alerts issued from the national alerting system, as required.
- Disseminate alerts to the appropriate leads, monitoring compliance with implementation of any actions required within the timescales set.
- Maintain the Trusts CAS database, providing a comprehensive means to demonstrate compliance with alerts issued.
Risk Management System
- To support the Quality and Safety teams in the use of InPhase, providing support run reports, ensure accurate and complete data capture and help to prepare information for upload to Learning From Patient Safety Events (LFPSE)
- Have a knowledge and understanding of the Risk Management Process and the InPhase Risk Management System or any successors.
- Support the Risk Management Systems Senior Officer in tasks relating to day to day InPhase management.
- Submit incident forms to the LFPSE (or its successor systems) when required.
Training Administration
- Support the Clinical Risk and Governance teams by ensuring that training programmes are organised and coordinated, ensuring that high quality resources are available.
- Coordinate representation on Trust training programmes, including induction and statutory training, for the Clinical Risk and Safety Investigations team.
- Support the team in preparing PowerPoint presentations and other training materials ensuring that these are available at training venues when required.
Person Specification
Qualifications
Essential
- Numerate and literate to minimum GCSE Grade C (or equivalent) in Maths and English
- NVQ Level 4 or equivalent in customer care or other relevant qualification
Desirable
- Training in advanced communication skills
Experience
Essential
- Experience of working in an NHS setting with clinical and non-clinical staff, or similar
- Experience of providing administration support to a team
- Experience of tracking and monitoring progress and achieving deadlines
- Experience of meeting administration and minute taking
Desirable
- Recent experience (within 1 year) in the InPhase Risk Management System or other local NHS risk management system.
- Experience of producing reports in a professional format using information provided by others
- Experience of working in clinical governance
Knowledge
Essential
- IT skills in MS Office applications (Word, Outlook, Excel PowerPoint)
- Capacity to manage a demanding workload and deliver work to deadlines
- Ability to work within a team
- Ability to work under supervision and independently on routine tasks
Desirable
- Awareness of the Patient Safety Incident Review Framework
Person Specification
Qualifications
Essential
- Numerate and literate to minimum GCSE Grade C (or equivalent) in Maths and English
- NVQ Level 4 or equivalent in customer care or other relevant qualification
Desirable
- Training in advanced communication skills
Experience
Essential
- Experience of working in an NHS setting with clinical and non-clinical staff, or similar
- Experience of providing administration support to a team
- Experience of tracking and monitoring progress and achieving deadlines
- Experience of meeting administration and minute taking
Desirable
- Recent experience (within 1 year) in the InPhase Risk Management System or other local NHS risk management system.
- Experience of producing reports in a professional format using information provided by others
- Experience of working in clinical governance
Knowledge
Essential
- IT skills in MS Office applications (Word, Outlook, Excel PowerPoint)
- Capacity to manage a demanding workload and deliver work to deadlines
- Ability to work within a team
- Ability to work under supervision and independently on routine tasks
Desirable
- Awareness of the Patient Safety Incident Review Framework
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).
