Joint Advisory Group Administrator

Job description

Job responsibilities

Job summary:

The post holder will be responsible for ensuring that the Joint Advisory Group (JAG) audit data is available, reviewed and actions arising implemented in a timely manner. The post holder will support their delivery and support the service JAG Lead Nurse, Clinical Lead, and unit Sisters in the communication process to the wider multi-disciplinary team.

To ensure the manual and electronic collection of data for JAG accreditation within the endoscopy service.

The post holder will be responsible for maintaining the Jag accreditation standards ensuring that the information is up-to-date and accurate.

Job responsibilities:

KEY TASKS:

JAG Accreditation

1. To undertake and ensure the completion of audits and reviewing data in relation to JAG compliance in conjunction with the JAG Lead Nurse.
2. To undertake reviews of policies and standards in relation to JAG compliance with the JAG Lead nurse
3. To oversee the administration of the JAG and Endoscopy unit Audit programme. Ensuring that the data collected is accurate and timely. Coordinating Audit meetings as required.
4. To participate in the collection of data for national audits, and to ensure achievement of deadlines.
5. To work with a variety of data collection tools and spreadsheets to include data logs and spreadsheets, developing and adding to these to suit the needs of the role.
6. To ensure a deep dive of data presented as evidence for JAG to ensure accuracy.
7. To actively encourage colleagues and patients involvement in the JAG accreditation process.
8. To provide information regarding methodology, data collection and analysis of unit data.
9. To ensure that audit activity is accurately recorded on the Endoscopy Shared folder and shared with the appropriate governance structure of the endoscopy unit and trust Audit team.
10. To maintain links with the Audit department and Surgery/medicine departments for audit feedback.
11. To ensure that the appropriate templates are used for audit and governance purposes.
12. Undertake audit activity to evidence that JAG standards are being met and used within the service, identifying and escalating gaps in compliance of clinical risk to the Endoscopy Clinical Service Manager and JAG Nurse Lead.
13. To maintain the standards and evidence for JAG accreditation ensuring that any policies, standards, and audits are reviewed appropriately.
14. To participate in the annual upload of evidence to the annual GRD audit tool for sign off by the Clinical Lead and Operational Manager.
15. To administer and support the Endoscopy Safety and User group, preparing and circulating the agenda, taking the minutes, and producing an action log
16. To administer and support other Endoscopy meetings as required.
17. Facilitate JAG meetings, and JAG visits.
18. To add events to the Datix spreadsheet for actions

General

1. Knowledge of and adherence to Caldicott Principles, Data Protection, Freedom of Information, Clinical Governance and other associated national healthcare policies and guidance.
2. To be flexible and adaptive to support projects within the service as the need arises.
3. To prioritise own work in terms of short-term and long-term planning. Working with minimum supervision, but with access to the either the JAG Nurse Lead or Clinical Service Manager.

Service Delivery

1. To communicate with a wide range of healthcare professionals and in a variety of roles in a multitude of scenarios, (one to one, group meetings, audit presentation).
2. To be aware of the JAG requirements and their associated audit resources
3. To ensure all audits completed have where appropriate action plans logged appropriately.
4. To escalate audit results to appropriate personnel when risks are identified.
5. To develop productive working relationships with key colleagues in Information Governance, IT etc to best support efficient JAG activity.

Personal Development

1. To participate in the Trusts Performance Development review process. The post holder will be expected to achieve annual objectives as agreed with the Clinical Lead, Operational Manager and JAG Lead Nurse.
2. To ensure ongoing professional development in relation to clinical effectiveness and other quality improvement tools and techniques.
3. To attend statutory training courses relevant to the post
4. To attend training courses and conferences assessed as relevant to the post by the post holder and JAG Lead Nurse.

Other Duties

1. To undertake any other duties as required by the JAG lead Nurse, Senior Ops Manager or Clinical Service Manager as appropriate to the grade and relevant to the post.
2. To maintain confidentiality at all times.

Person Specification

Education and qualifications

Essential

• oGood general education to GCSE level including a good standard of English and Maths.
• oRelevant NVQ Level 3 / A level Qualification or equivalent.
• oEvidence of continual professional development to NVQ4 or equivalent.

Desirable

• oStatistical experience.
• oProject methodology.
• oClinical Audit qualification.
• oEuropean Computer Driving Licence (ECDL) or equivalent IT literacy levels.

Experience and knowledge

Essential

• oPrevious experience working as an administrator in the NHS or similar organisation.
• oPrevious experience of audit or improvement projects.
• oExperience of arranging meetings, keeping action logs, producing reports.

Desirable

• oPrevious Experience working in Endoscopy.
• oPrevious experience in clinical governance/audit.

Skills and abilities

Essential

• oAbility to work as part of a team.
• oAbility to work under pressure and to meet tight deadlines.
• oComputer Literate, including Microsoft office including Word, Excel, SharePoint, and outlook.
• oGood numeracy and language skills
• oGood minute taking and report writing.
• oProficient at developing and monitoring action plans.
• oAbility to analyse and interpret data to compare results against best practise guidelines.

Desirable

• oKnowledge of Endoscopy service.
• oUnderstanding of the elements of governance
• oKnowledge of JAG.

Personal Qualities

Essential

• oStrong communication skills including presentation, oral, writing and listening skills
• oExcellent organisation skills
• oAbility to work independently and uses own initiative
• oAbility to work collaboratively with multi-professional teams
• oInteracts with others with appreciation of equality, diversity and inclusion
• oAble to work under pressure and keep calm in stressful situation
• oApproachable
• oEvidence of good attendance and timekeeping.
• oFlexible approach to working hours/duties

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

West Suffolk NHS Foundation Trust

Address

West Suffolk NHS Foundation Trust

Hardwick Lane

Bury St Edmunds

IP33 2QZ

Employer's website

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