Quality Team Admin Assistant

Job description

Job responsibilities

Act as a first point of contact for enquiries to the Quality Team, whether face to face, written or by telephone, using discretion and sensitivity in the handling of the enquiry. This will involve listening to complainants. Will use judgement to establish the priority and level of enquiry, passing queries on to relevant member of the Quality Team as appropriate.

Deal with incoming queries as appropriate, from service users both internal and external in a manner consistent with legislation, policies, guidelines and standard operating procedures taking any action as required.

Assist the Claims Officer to provide secretarial support in the processing of claims (clinical negligence, employers liability and public liability) and complaints and associated information updating the Quality Team electronic databases and paper records as appropriate

Assist the Quality Team to meet national deadlines in relation to claims and complaints. Liaise with staff to ensure timely receipt of reports and final drafts of correspondence in the Quality Team office.Support the Compliance Officer monitoring and tracking CQC reporting information on excel spreadsheets. Supporting the Patient Experience Team when required with Friends and Family tests.To process Freedom of Information requests in an efficient and timely manner.To provide administration support around the Datix system. To review the Quality Team inbox and respond to queries, escalating to senior members of the team as appropriate.

Use appropriate technologies to manage diaries efficiently, making appointments, arranging meetings and interviews as required. Undertake secretarial duties for senior staff within the Quality Team.

To act as meeting secretariat in the preparation of agendas and circulation of relevant papers/notes to participants. Attend meetings to take good quality notes and ensure that they are disseminated within the agreed timescales.

Organise and plan own time prioritising the workload to ensure all service requirements are met.

Provide an effective bring-forward system for reports and documents.

Type correspondence and reports including highly confidential and complex documents to a high standard.

Maintenance of comprehensive electronic filing systems.

The provision of any additional duties to ensure comprehensive personal assistant support to senior members of the Quality team as required.

Be proactive to assist in the development of administrative services to support activity and assist in the continuous assessment and review of administrative working practices and procedures in liaison with the senior management team.

Liaise with senior clinicians, senior managers and staff within the trust and with outside agencies where required.

Any other ad hoc duties as and when required in line with operational and service needs.

The duties outlined in this job description are not exhaustive and the post holder may be required to undertake additional duties commensurate with the expertise and position held.

Person Specification

Essential and Desirable

Essential

• oGCSE grade C or above in Maths and English or oKey skills at level 2 in numeracy & literacy (or equivalent)
• oTyping or word processing qualification at RSA ii (or equivalent)
• oPrevious administrative experience or equivalent within a busy work environment
• oDemonstrable experience in dealing with the public and managing sensitive and confidential information.

Desirable

• oIT qualification (ITQ at level 2 or equivalent) oNVQ at Level 3 or above in Business Administration (or equivalent)
• oDemonstrable experience in a healthcare or civil service environment
• oExperience of working within a multi-disciplinary team
• oKnowledge of the NHS and Trust's systems and structures.

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Harrogate and District NHS Foundation Trust

Address

Harrogate Hospital

Lancaster Park Road

Harrogate

HG2 7SX

Employer's website

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