Quality Administrator

Job description

Job responsibilities

The post-holder will provide comprehensive administration support to the Quality Team and Clinical Lead, including monitoring healthcare alerts, managing audit data, and collating patient feedback.

The post-holder will oversee e-learning administration, maintain departmental checks and take minutes at key meetings. They will work independently using initiative and ensuring confidentiality in all aspects of the role.

Principle Duties:

1)

Monitor and Record Healthcare Alerts.

Accurately log healthcare alerts from sources such as MHRA, NICE, CAS,and National Patient Safety Alerts.

Ensure timely dissemination of relevant alerts to appropriate staff and maintain up-to-date response records for audit and compliance purposes.

2)

Clinical Audit Programme Administration.

Provide administrative support for THTs clinical audit programme,including scheduling audits, collating data, and preparing documentation.

Assist with the coordination of audit activities and ensure records are maintained in line with organisational policies.

Input data from surveys and other audit templates into national and local audit databases, ensuring accuracy, confidentiality, and compliance with data protection standards. This data may include Patient Identifiable Information and clinical details.

Liaise with clinical staff to resolve any data discrepancies and support audit reporting requirements.

3)

Patient Feedback Monitoring and Collation.

Collect, collate, monitor, and summarise patient feedback from multiple channels, including Google reviews, iWantGreatCare, Friends and Family Feedback, and written correspondence.

Escalate significant feedback to the Quality Team as required.

Prepare data on patient experience trends for reports.

4)

Mandatory Training and E-Learning Administration.

Oversee the administration of the digital e-learning platform (Blue Stream Academy), including user account management, course enrolment, and completion tracking.

Coordinate with external training providers and support staff with queries related to mandatory training and e-learning.

5)

Departmental Checks Administration.

Collate and maintain records of daily, weekly, and monthly departmental checks, ensuring all documentation is complete and accurate.

Follow up with relevant teams to address any outstanding or overdue checks.

6)

Minute-Taking for Key Internal Meetings.

Attend and take clear, concise minutes at key internal meetings, working alongside the HR and General Administrator.

Distribute minutes promptly and track follow-up actions as required.

7)

General Administrative Support for the Quality Team.

Provide a range of administrative tasks to support the Quality Team, including document management, scheduling, and correspondence.

Assist with the preparation of reports, presentations, and quality improvement initiatives.

8)

General Administrative Support for the Clinical Lead.

Support the Clinical Lead with administrative tasks as required.

Assist in the preparation and distribution of clinical documentation and communications.

9)

Action Log and Tracker Administration.

Maintain and update action logs and trackers, ensuring all actions are recorded, assigned, and followed up in a timely manner.

Support the Quality Team in monitoring progress and escalating overdue actions.

Please refer to the attached job description for comprehensive information regarding the responsibilities, qualifications, and expectations associated with the position.

Person Specification

Flexibility

Essential

• Able to work flexibly and independently.
• Able to manage competing and changing demands and priorities.

Communication Skills

Essential

• Able to apply a high standard of professional written and spoken communication.
• Project a positive professional image.
• Proven skills and experience of establishing effective working relationships across different roles and stakeholders, including Senior Managers, Line Managers, Staff, and applicants.

Qualifications

Essential

• GCSEs at grade A-C (or equivalent) in English and Maths.

Desirable

• RSA Level II Typing (or equivalent).
• Effective Minute Taking Course (or equivalent).

Experience

Essential

• Excellent minute-taking skills.
• Proven demonstrable experience as a skilled administrator.
• Full Microsoft Office knowledge, including Word, PowerPoint and Excel.
• Effective time management and prioritisation skills.
• Experience of working in a fast-paced environment and with competing priorities.

Desirable

• Experience of working within a healthcare environment.

Other

Essential

• Be aware of all aspects of statutory responsibilities (e.g. Data Protection, Manual Handling, Confidentiality).
• Be able to use a VDU for periods of time.

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

Tetbury Hospital

Address

Malmesbury Road

Tetbury

Gloucestershire

GL8 8XB

Employer's website

https://www.tetburyhospital.co.uk/ (Opens in a new tab)