Job summary
We are looking for an well organised experienced administrator to support our busy Patient Safety & Inquest Team by delivering a high-quality comprehensive administration service.
To provide guidance and support to staff reporting and investigating patient safety incidents and escalating incidents in line with trust policy, including entry onto various internal and external facing data systems.
The post holder will need to be conscientious, meticulous, and always act in a confidential manner.
The post holder will need to be highly motivated, be able to work unsupervised, be able to use own initiative, prioritise own workload, be able to deal with a number of complex issues at one time and work under pressure.
The post holder will represent Oxleas NHS Trust in a professional and friendly manner.
***Important Sponsorship Information for this post: We are currently unable to offer a certificate of sponsorship for this post. ***
Main duties of the job
To provide support to the Prison Inquests & Patient Safety Incident Investigation team by ensuring the smooth running of the office and systems.
Information analysis and reporting
To produce and maintain scheduled reports on incidents for internal and external use, including commissioners, in accordance with existing procedures and ensuring accuracy requirements and deadlines are met.
To communicate to relevant parties on all levels, anomalies found within incident reporting data. To act as necessary to resolve issues with a view to improving data quality.
To promote a better understanding of the relationships that exists between the data entered on the incident reporting system and generated information reports.
To undertake ad hoc information requests as agreed with the Prison Inquests & Patient Safety Incident Investigation Lead.
To agree priorities for incident reporting with the Prison Inquests & Patient Safety Incident Investigation Lead.
To support the Trust's response to patient safety incidents by providing administrative support in line with the Patient Safety Incident Response Framework (PSIRF).
About us
Oxleas offers a wide range of NHS healthcare services to people in community and secure environment settings. Our services include community health care such as district nursing and speech and language therapy, care for people with learning disabilities and mental health care such as psychiatry, nursing and therapies. Our multidisciplinary teams look after people of all ages and we work in close partnership with other parts of the NHS, local councils and the voluntary sector and through our new provider collaboratives. Our 4,300 members of staff work in many different settings including hospitals, clinics, prisons, secure hospitals, children's centres, schools and people's homes.We have over 125 sites in a variety of locations in the South of England. In London we operate within the Boroughs of Bexley, Bromley Greenwich and into Kent. We manage hospital sites including Queen Mary's Hospital, Sidcup and Memorial Hospital, Woolwich, as well as the Bracton Centre, our medium secure unit for people with mental health needs. We are the largest NHS provider of prison health services providing healthcare to prisons within Devon, Dorset, Bristol, Wiltshire and Gloucestershire, Kent and South London. We are proud of the care we provide and our people.
Our purpose is to improve lives by providing the best possible care to our patients and their families. This is strengthened by our new values:
- We're Kind
- We're Fair
- We Listen
- We Care
Job description
Job responsibilities
Research
Provide support in undertaking audits as required
Communication
The role involves dealing consistently with very sensitive information relating to deaths in custody and other patient safety incidents. The post holder is expected to ensure that this is communicated appropriately, particularly when dealing with external organisations such as the police, HM Coroner and commissioners.
Excellent verbal and written communication skills; exceptional telephone manner
Ability to liaise with clinicians, management and external contacts at a senior level.
To adhere to Trusts strict confidentiality in all matters relating to patient data
Working Conditions
The post holder will be required to meet deadlines and supply information at short notice.
To manage sensitive requests, to problem solve, take responsibility and think independently; to respond to sudden unexpected demands appropriately, ensuring all guidelines are adhered to within the context of the role.
Job description
Job responsibilities
Research
Provide support in undertaking audits as required
Communication
The role involves dealing consistently with very sensitive information relating to deaths in custody and other patient safety incidents. The post holder is expected to ensure that this is communicated appropriately, particularly when dealing with external organisations such as the police, HM Coroner and commissioners.
Excellent verbal and written communication skills; exceptional telephone manner
Ability to liaise with clinicians, management and external contacts at a senior level.
To adhere to Trusts strict confidentiality in all matters relating to patient data
Working Conditions
The post holder will be required to meet deadlines and supply information at short notice.
To manage sensitive requests, to problem solve, take responsibility and think independently; to respond to sudden unexpected demands appropriately, ensuring all guidelines are adhered to within the context of the role.
Person Specification
Qualification
Essential
- Administration training and experience to Vocational Level 3 or equivalent
Experience
Essential
- Worked within NHS/LA or similar large organisation
- Minimum 2 years senior secretary level
- Experience of dealing with HM Coroner Service or similar court experience.
- Experience in Patient Safety and/or incident management.
Skills
Essential
- Knowledge of secretarial and administrative procedures and systems
- Knowledge of Word, Excel, Power Point, Adobe Acrobat/ Reader
- Knowledge of specialist functional/ medical/ legal terms/ organisational policies and procedures
Person Specification
Qualification
Essential
- Administration training and experience to Vocational Level 3 or equivalent
Experience
Essential
- Worked within NHS/LA or similar large organisation
- Minimum 2 years senior secretary level
- Experience of dealing with HM Coroner Service or similar court experience.
- Experience in Patient Safety and/or incident management.
Skills
Essential
- Knowledge of secretarial and administrative procedures and systems
- Knowledge of Word, Excel, Power Point, Adobe Acrobat/ Reader
- Knowledge of specialist functional/ medical/ legal terms/ organisational policies and procedures
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.
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.
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).
