Aneurin Bevan University Health Board

Project Support Officer and Co-ordinator - Quality and Patient Safety

Information:

This job is now closed

Job summary

Project Support Officer and Co-ordinator - Quality and Patient Safety ;

The post offers an ideal opportunity to move into a corporate patient safety and quality assurance role. This is an exciting opportunity to join the MedicalDirector's Quality and Patient Safety teamat Aneurin Bevan University Health Board.

As a member of the Medical Director's Quality and Patient Safety Team, the Project Support Officer and Co-ordinator will provide essential administrative and secretarial support to key project areas. You will work in a patient focused and forward-thinking department, supported by skilled and friendly colleagues.

This role involves participating in project administration, compiling complex reports, data analysis, and supporting various quality and patient safety functions across the Health Board.

Main duties of the job

  • Provide administrative support to the Medical Director's Quality and Patient Safety Team.

  • Assist in the compilation of complex reports, data analysis, and statistical returns.

  • Support a range of Quality and Patient Safety performance assurance functions.

  • Support the Medical Director's Quality and Patient Safety Team with National mandated audit work and local audit work, covering many clinical specialties.

  • Maintain project documentation and data resources.

  • Act as the first point of contact for project enquiries.

  • Organise and set up multi-disciplinary meetings, draft agendas, take minutes, and maintain distribution lists.

  • Manage busy diaries and mail systems.

  • Handle confidential information with utmost professionalism.

About us

Aneurin Bevan University Health Board is a multi-award-winning NHS organisation with a passion for caring. The Health Board provides an exceptional workplace where you can feel trusted and valued. Whatever your specialty or stage in your career, we have opportunities for everyone to start, grow and build your career. The health board provides integrated acute, primary and community care serving a population of 650,000 and employing over 16,000 staff.

We offer a fantastic benefits package and extensive training and development opportunities with paid mandatory training, excellent in-house programmes, opportunities to complete recognised qualifications and professional career pathways including a range of management development programmes. We offer flexible working and promote a healthy work life balance, provide occupational health support and an ambitious plan for a Wellbeing Centre of Excellence to support you at work.

Our Clinical Futures strategy continues to enhance and promote care closer to home as well as high quality hospital care when needed. Join us on our journey to pioneer new ways of working and deliver a world-class healthcare service fit for the future.

Details

Date posted

16 December 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,433 to £26,060 a year per annum, pro rata'd if part time

Contract

Permanent

Working pattern

Full-time, Part-time, Flexible working

Reference number

040-AC565-1224

Job locations

Two posts, one based at Nevill Hall, and one at Grange House

Llanfrechfa Grange and Nevill Hall Hospital

Cwmbran and Abergavenny

NP44 8YN


Job description

Job responsibilities

  • Ensure administrative support for Senior Team Members to facilitate smooth workflow.

  • Organise meetings, draft agendas, take accurate minutes, and maintain correspondence lists.

  • Manage diaries and mail systems, ensuring flexibility and a positive attitude.

  • Maintain confidentiality in handling sensitive information.

  • Improvement and Monitoring:

    • Monitor pending files and papers, ensuring timely resolution with Senior Team Members.

    • Work within departmental and Health Board procedures, providing feedback on policy changes.

    Communications:

    • Support the implementation and operation of new alerting and compliance monitoring systems.

    • Disseminate communications from Welsh Government and national regulators.

    • Handle sensitive and complex information about risk issues.

    Clinical and Non-Clinical Support:

    • Assist in the development of systems to monitor clinical practice quality through National and Local audits and risk assessments.

    • Undertake surveys related to project and audit workstreams.

    Finance and Budget:

    • Order supplies for team projects and maintain records of annual leave and timesheets.

    Management, Leadership, and Training:

    • Prioritise workload, provide support and advice to new staff, and undertake relevant training.

    Digital and Information:

    • Support the setup and operation of new alerting and compliance monitoring systems.

    • Maintain electronic filing systems and ensure accurate presentation of documents.

    Person Specification:

    • Essential:Knowledge of administrative procedures, advanced keyboard proficiency, proficient in Microsoft 365 applications, excellent interpersonal skills, good time management, ability to prioritise workload, and excellent telephone manner.

    • Desirable:Knowledge of Microsoft PowerPoint, shorthand/speed writing, and ECDL qualification.

    Experience:

    • Experienced Secretary/Administrator with previous experience working with Senior NHS Managers preferred.

    Skills and Attributes:

    • Confidentiality, organisational skills, team player, professional approach, highly motivated, good communicator, adaptable, and conscientious.

    Other Requirements:

    • Ability to travel between sites in a timely manner.

Job description

Job responsibilities

  • Ensure administrative support for Senior Team Members to facilitate smooth workflow.

  • Organise meetings, draft agendas, take accurate minutes, and maintain correspondence lists.

  • Manage diaries and mail systems, ensuring flexibility and a positive attitude.

  • Maintain confidentiality in handling sensitive information.

  • Improvement and Monitoring:

    • Monitor pending files and papers, ensuring timely resolution with Senior Team Members.

    • Work within departmental and Health Board procedures, providing feedback on policy changes.

    Communications:

    • Support the implementation and operation of new alerting and compliance monitoring systems.

    • Disseminate communications from Welsh Government and national regulators.

    • Handle sensitive and complex information about risk issues.

    Clinical and Non-Clinical Support:

    • Assist in the development of systems to monitor clinical practice quality through National and Local audits and risk assessments.

    • Undertake surveys related to project and audit workstreams.

    Finance and Budget:

    • Order supplies for team projects and maintain records of annual leave and timesheets.

    Management, Leadership, and Training:

    • Prioritise workload, provide support and advice to new staff, and undertake relevant training.

    Digital and Information:

    • Support the setup and operation of new alerting and compliance monitoring systems.

    • Maintain electronic filing systems and ensure accurate presentation of documents.

    Person Specification:

    • Essential:Knowledge of administrative procedures, advanced keyboard proficiency, proficient in Microsoft 365 applications, excellent interpersonal skills, good time management, ability to prioritise workload, and excellent telephone manner.

    • Desirable:Knowledge of Microsoft PowerPoint, shorthand/speed writing, and ECDL qualification.

    Experience:

    • Experienced Secretary/Administrator with previous experience working with Senior NHS Managers preferred.

    Skills and Attributes:

    • Confidentiality, organisational skills, team player, professional approach, highly motivated, good communicator, adaptable, and conscientious.

    Other Requirements:

    • Ability to travel between sites in a timely manner.

Person Specification

Knowledge

Essential

  • Knowledge of administrative procedures, computerised systems and project management practices, some of which are non-routine, and non-routine activities such as answering queries, progress chasing, task related problem solving, acquired through experience and training to Vocational Level 3 or equivalent demonstrable experience

Desirable

  • Knowledge of Microsoft PowerPoint

Skills

Essential

  • Proficient in use of Microsoft 365 applications, e.g. SharePoint, Word, Excel, Outlook, and Databases, and web-based form and data management systems, e.g. DATIX

Desirable

  • Knowledge of updating SharePoint based intranet sites

Skills & Experience

Essential

  • Excellent interpersonal skills

Desirable

  • Experienced Secretary/Administrator
Person Specification

Knowledge

Essential

  • Knowledge of administrative procedures, computerised systems and project management practices, some of which are non-routine, and non-routine activities such as answering queries, progress chasing, task related problem solving, acquired through experience and training to Vocational Level 3 or equivalent demonstrable experience

Desirable

  • Knowledge of Microsoft PowerPoint

Skills

Essential

  • Proficient in use of Microsoft 365 applications, e.g. SharePoint, Word, Excel, Outlook, and Databases, and web-based form and data management systems, e.g. DATIX

Desirable

  • Knowledge of updating SharePoint based intranet sites

Skills & Experience

Essential

  • Excellent interpersonal skills

Desirable

  • Experienced Secretary/Administrator

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).

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.

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

Aneurin Bevan University Health Board

Address

Two posts, one based at Nevill Hall, and one at Grange House

Llanfrechfa Grange and Nevill Hall Hospital

Cwmbran and Abergavenny

NP44 8YN


Employer's website

https://abuhb.nhs.wales/ (Opens in a new tab)

Employer details

Employer name

Aneurin Bevan University Health Board

Address

Two posts, one based at Nevill Hall, and one at Grange House

Llanfrechfa Grange and Nevill Hall Hospital

Cwmbran and Abergavenny

NP44 8YN


Employer's website

https://abuhb.nhs.wales/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Assistant Quality & Patient Safety Assurance Lead

Grace Hargreaves

grace.hargreaves@wales.nhs.uk

07545961380

Details

Date posted

16 December 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,433 to £26,060 a year per annum, pro rata'd if part time

Contract

Permanent

Working pattern

Full-time, Part-time, Flexible working

Reference number

040-AC565-1224

Job locations

Two posts, one based at Nevill Hall, and one at Grange House

Llanfrechfa Grange and Nevill Hall Hospital

Cwmbran and Abergavenny

NP44 8YN


Supporting documents

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