Job summary
An exciting opportunity has become available for a Patient Safety Administrator who will contribute to the successful running of the Patient Safety Team by supporting the administration aspects of the investigation processes.
Please ensure you utilise your supporting statement to demonstrate how you meet the requirements of the attached person specification.
Main duties of the job
The post holder will be responsible for providing effective and efficient clerical and administrative support to the Patient Safety team. The role will require a high degree of organisational skills and an excellent working knowledge of administrative systems including Datix and Microsoft Office.
The post holder will often be the first point of contact for patient safety team enquiries and the key point of contact for the generic email inbox requiring clear communication and liaison skills. They will be responsible for managing and prioritising their own workload and will be required to use their own initiative.
About us
Benefits we offer:
- Full training and support when you join and ongoing throughout your employment with us.
- Holiday entitlement is 27 days rising to 29 days after 5 years and 33 days after 10 years, plus 8 bank holidays (pro rata for part time).
- Enrolment into the NHS Pension Scheme.
- Access to continual professional development and opportunities within SCAS and the NHS.
- Occupational Health support along with an Employee Assistance Programme.
- NHS Discounts in over 200+ stores including Holidays, Days out, Car insurance, Restaurants and Clothing.
About Us
South Central Ambulance Service NHS Foundation Trust provides a range of emergency, urgent care and non-emergency healthcare services, along with commercial logistics services.
The Trust delivers most of these services to the populations of Berkshire, Buckinghamshire, Hampshire and Oxfordshire as well as non-emergency patient transport services in Surrey and Sussex.
We serve a population of over 7 million and answer over 500,000 urgent calls a year. We employ 4,551 staff who, together with over 1,100 volunteers, enable us to operate 24 hours a day, seven days a week.
Job description
Job responsibilities
To act as assistant to the Patient safety team and support other key post-holders. Liaising with internal and external managers, organisations and agencies as appropriate.
To develop and maintain a comprehensive secretarial and administrative service dealing with confidential information, including typing, shorthand/minute taking, filing, photocopying, diary management, arranging and recording appointments and meetings and scheduling work required in preparation for the meetings.
Maintain logs of incidents, feedback and complaints.Locate, retrieve, store and allocate material to assist in patient safety investigations and reports. To abstract, analyse content and construct reports from the Trusts systems.
- Provide efficient and effective administration and secretarial support to the Patient safety team (PST) personally dealing with any confidential documentation.
- Responsible for the organisation of meetings as directed, liaising and communicating across various departments, both internally and externally. Resolve conflicting diary appointments and schedules. Organise refreshments where appropriate. Compile and circulate agendas, record, type and distribute minutes of meetings as required within agreed timescales and according to Trust protocols. Accompany the Patient safety team members as required to record meetings and distribute minutes in a timely and efficient manner.
- In liaison with Trust managers/departments and external bodies collate all meeting documentation and briefing papers ensuring the PST is fully briefed prior to their attendance at meetings.
- To act as a point of communication for the directorate and deal with enquiries, liaising with internal and external sources to assist the PST in resolving any problems by collating, filtering and distributing incoming and outgoing correspondence as agreed and within the post-holders knowledge andcapability.
- Set up and maintain appropriate filing systems for storage of all papers and documentation in line with Trust policy and NHS Records Management guidelines.
- Co-ordinate and up-date diaries, both manual and PC based.
- Provide the PSTwith the necessary reminder of impending meetings and other deadlines.
- To maintain the TrustsPTS archive of learning material in both hard copy and electronic format.
- Maintain a log of HCP feedback and actions taken
- To input or extract data to the systems in an accurate and timely manneroften for prolonged periods, maintaining concentration and accuracy of work and attention to detail at all times, organising own tasks and activities to achieve the optimum efficiency.
- To work in partnership with other members of the wider team in order to ensure that the effective delivery and timely processing of issues central to the work of the directorate, communicating often complex information internally within the 111 department, to members of other departments or directorates and with stakeholders when appropriate, e.g. ICB, ICS, system providers etc.
- To deal with enquiries: liaising with PST members, Call Centre supervisors and managers and to participate in multi-disciplinary meetings as required
- To maintain close working relationships with the wider multidisciplinary team, and to take part in system development processes which may include attending specific system development functions, OLM reporting and compliance, representing the Trust in a professional manner at all times.
- To participate in and to assist with the preparation for external validation visits e.g. Monitor, CQC and CG reports.
- At all times, comply with Trust policies and procedures, in particular those directly associated with the post-holders duties and responsibilities.
- To undertake, participate and assist with any training as may be required by the Trust.
Job description
Job responsibilities
To act as assistant to the Patient safety team and support other key post-holders. Liaising with internal and external managers, organisations and agencies as appropriate.
To develop and maintain a comprehensive secretarial and administrative service dealing with confidential information, including typing, shorthand/minute taking, filing, photocopying, diary management, arranging and recording appointments and meetings and scheduling work required in preparation for the meetings.
Maintain logs of incidents, feedback and complaints.Locate, retrieve, store and allocate material to assist in patient safety investigations and reports. To abstract, analyse content and construct reports from the Trusts systems.
- Provide efficient and effective administration and secretarial support to the Patient safety team (PST) personally dealing with any confidential documentation.
- Responsible for the organisation of meetings as directed, liaising and communicating across various departments, both internally and externally. Resolve conflicting diary appointments and schedules. Organise refreshments where appropriate. Compile and circulate agendas, record, type and distribute minutes of meetings as required within agreed timescales and according to Trust protocols. Accompany the Patient safety team members as required to record meetings and distribute minutes in a timely and efficient manner.
- In liaison with Trust managers/departments and external bodies collate all meeting documentation and briefing papers ensuring the PST is fully briefed prior to their attendance at meetings.
- To act as a point of communication for the directorate and deal with enquiries, liaising with internal and external sources to assist the PST in resolving any problems by collating, filtering and distributing incoming and outgoing correspondence as agreed and within the post-holders knowledge andcapability.
- Set up and maintain appropriate filing systems for storage of all papers and documentation in line with Trust policy and NHS Records Management guidelines.
- Co-ordinate and up-date diaries, both manual and PC based.
- Provide the PSTwith the necessary reminder of impending meetings and other deadlines.
- To maintain the TrustsPTS archive of learning material in both hard copy and electronic format.
- Maintain a log of HCP feedback and actions taken
- To input or extract data to the systems in an accurate and timely manneroften for prolonged periods, maintaining concentration and accuracy of work and attention to detail at all times, organising own tasks and activities to achieve the optimum efficiency.
- To work in partnership with other members of the wider team in order to ensure that the effective delivery and timely processing of issues central to the work of the directorate, communicating often complex information internally within the 111 department, to members of other departments or directorates and with stakeholders when appropriate, e.g. ICB, ICS, system providers etc.
- To deal with enquiries: liaising with PST members, Call Centre supervisors and managers and to participate in multi-disciplinary meetings as required
- To maintain close working relationships with the wider multidisciplinary team, and to take part in system development processes which may include attending specific system development functions, OLM reporting and compliance, representing the Trust in a professional manner at all times.
- To participate in and to assist with the preparation for external validation visits e.g. Monitor, CQC and CG reports.
- At all times, comply with Trust policies and procedures, in particular those directly associated with the post-holders duties and responsibilities.
- To undertake, participate and assist with any training as may be required by the Trust.
Person Specification
Essential
Essential
- Excellent keyboard skills, proficient in use of Microsoft Office, particularly Word & Excel
- 2 Years' experience in an admin role supporting a team
Desirable
- Previous experience of working within the NHS
- Experience of arranging meetings and taking minutes/notes
Person Specification
Essential
Essential
- Excellent keyboard skills, proficient in use of Microsoft Office, particularly Word & Excel
- 2 Years' experience in an admin role supporting a team
Desirable
- Previous experience of working within the NHS
- Experience of arranging meetings and taking minutes/notes
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.
