Safety and Quality Administrator

Job description

Job responsibilities

Provide high-quality administrative support to the Safety and Quality Team.

Handle queries from GP practices, other healthcare providers, healthcare professionals, patients and members of the public in a professional and courteous manner, resolving any issues, providing feedback and communicating effectively.

Deal with difficult callers, handling any objection and feedbacks.

Deal with general enquiries at Electric Wharf and direct to the relevant team member by answering calls made to the main line.

Build good working relationships with both internal and external stakeholders.

Assisting with postal services (e.g. using the franking machine, attending the Post Office where necessary and delivering packs to patients homes where possible).

Monitor the CRGPA Safety and Complaints mailboxes and action emails accordingly.

Support the Patient Safety and Clinical Governance Manager to manage systems and processes relevant to the Safety and Quality agenda.

Provide administrative support using a number of systems including (but not limited to) the following, all of which contribute towards the Safety and Quality agenda:

• Datix Web (Incidents and Complaints Management)
• PolicyStat (Policy Management)
• Clarity / GP TeamNet
• BlueStream (Statutory and Mandatory Training)
• Reliance Protect Portal (Lone Working)
• SurveyMonkey (Patient Feedback)

Facilitating clinical audits, updating in accordance with the annual audit programme, and providing the set-up of these using clinical systems such as:

EMIS Web

AccuRx

Docobo

E-Referrals (ERS)

Assisting the Safety and Quality Team with managing (including the investigations of) incidents and complaints in a timely manner, working with the relevant teams to ensure that lessons learnt are shared with the wider team / organisation.

Providing administrative support for a number of meetings as required, including (but not limited to):

• Safety and Quality Committee Meetings
• CRGPA Clinical Governance Meetings
• Policy Update Meetings
• Incident Review Meetings
• Complaint Review Meetings

Working closely with other teams across the organisation including (but not limited to):

CRGPA Data Team

CRGPA Communication and Engagement Team

CRGPA Corporate Governance Team

CRGPA Services Support Centre

Clinical Teams

Maintain an excellent knowledge of, and adherence to, the organisations procedures and policies

Comply with CRGPAs code of conduct and always maintain professionalism.

Person Specification

Knowledge & Skills

Essential

• Strong communication and interpersonal skills
• Effective time management / task prioritisation skills
• Strong organisational skills and attention to detail
• Self-motivated with a can-do attitude
• Excellent IT skills ability to work with new IT systems efficiently and accurately.
• Knowledge of confidentiality and GDPR
• Ability to work on own initiative without supervision and prioritise own workload
• Ability to solve problems
• Ability to work under pressure with conflicting demands
• Self-motivated
• Ability to adapt to a changing workload and priorities
• Ability to relate to all levels of the organisation confidently and effectively
• Ability to create and maintain effective working relationships
• Ability to work in line with strict guidelines in respect of confidentiality

Desirable

• Awareness of CQC requirements and compliance measures

Qualifications

Essential

• Educated to GCSE level or equivalent
• NVQ or equivalent experience in Administration
• Microsoft Excel skills to basic or intermediate
• Microsoft Word processing skills to intermediate or advanced level

Desirable

• Evidence of continued professional training/education

Experience

Essential

• Experience of providing comprehensive administrative support
• Excellent attention to detail and level of accuracy in all aspects of administration.
• Experience of working in the healthcare sector as an administrator.
• Experience of dealing with general enquiries from a range of stakeholders.
• Experience of working within policies, procedures, and guidelines
• Experience of working within a team and independently

Desirable

• Experience in taking minutes
• Working in an ever-evolving environment with an ability to cope with regular change
• Previous experience of clinical systems (EMIS)
• Experience of using Datix
• Experience of dealing with governance processes

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

Coventry And Rugby GP Alliance

Address

1 The Boiler House, Electric Wharf

Sandy Lane

Coventry

CV1 4JU

Employer's website

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