Job summary
The Patient Safety & Quality team for the Urgent and Emergency Care division are looking for an enthusiastic and self-motivated individual to provide administrative support and enable the co-ordination of a robust clinical quality, incident, risk and governance framework, in order to support the Divisional management team in the delivery of high quality and safe services.
You'll be responsible for producing and maintaining a range of electronic databases, dashboards, spreadsheets and reports to support governance/risk/incident management processes. The role will involve liaising between departments and services within the Division and the wider Trust.
You should have excellent communication skills and the ability to work to tight deadlines in an area of competing priorities.
Main duties of the job
- Administrative support for the complaints process within the Patient Safety & Quality Team, this may include attending Complaint meetings.
- Administrative support for the incident reporting system
- Responsibility for maintaining the divisions clinical audit database, ensuring the up-to-date status of audit projects and of resulting action plans.
- Monitor clinical audit outcomes and action plans to ensure there is evidence these have been acted upon, and learning has been shared, to enable the audit cycle to be completed and improvements made. Where gaps are identified, to take timely necessary remedial action and escalation as appropriate.
- Responsibility for monitoring and maintaining up to date and accurate records for quality reporting relating to National Audits, National Confidential Enquiries, Local quality improvement projects.
Assist in the promotion of clinical audit activity to ensure audit is a clinically led and owned activity, which supports the continual improvement of services and supports the delivery of high standards of care and treatment across the Trust
About us
The Princess Alexandra Hospital NHS Trust (PAHT) provides a full range of general acute, outpatient and diagnostic services at The Princess Alexandra Hospital in Harlow, the Herts and Essex Hospital in Bishop's Stortford, and St Margaret's Hospital in Epping.
We employ 3,500 staff and serve a local population of around 350,000 people living in west Essex and east Hertfordshire, centred on the M11 corridor and the towns of Harlow, Bishop's Stortford and Epping. Our extended catchment area incorporates a population of up to 500,000 and includes the areas of Hoddesdon, Cheshunt and Broxbourne in Hertfordshire.
Our Values
The Princess Alexandra Promise to our patients as identified by our 3 values which will contribute to improving our patient experiences:
Patient at heart - Always holding the patient and their wellbeing at the centre of our thoughts and efforts
Everyday excellence - Sharing and celebrating our successes, being honest when we get it wrong, giving us the ability to learn from both
Creative collaboration - Knowing strength comes from diversity, we combine our experiences, skills and talents, working together to find new and better ways to care
The Trust believes in investing in all our staff and rewarding high standards of care whilst building for excellence and in return we expect our staff to uphold the Trust values to the highest level.
Job description
Job responsibilities
- Assist in the preparation for and delivery of Trust-wide multi-disciplinary audit / safety meetings
- Responsible for administering and maintaining the divisions policy register, tracking policies, arranging for policies to be made available and ensuring policies are timetabled for periodic review.
- Provide support for regular and ad hoc reports to the division board, Quality & Safety Committee and other division committees, managers, clinicians and frontline staff as required.
- Responsibility for administering the relevant compliance and clinical effectiveness database, such as Allocate.
- Ensure that telephone and other enquiries are dealt with in an appropriate, efficient and effective manner, ensuring that any agreed actions are recorded and acted upon.
- Liaise and work collaboratively with members of the Central Quality Team and other divisions, to provide a cohesive approach to quality management.
- To provide administrative support for the Team as requested by the division Patient Safety & Quality Lead.
- Any other duties commensurate with the post and grade as required by line manager and/or Associate Director of Nursing
- To provide administrative support at the monthly Patient Safety & Quality meetings, this includes responsibility for ensuring the minutes are taken and written in a timely manner, and maintaining the action log and its completion.
- On a monthly basis, compile a report for the division to reflect not only the previous months data but also a rolling 12 months to show the divisions position on Patient Safety, Risk, Patient Experience, Compliance and Clinical effectiveness and legal
- Represent the divisions PS&Q Teams as required at Trust level meetings.
- Provide support with the incident investigation process by preparing and presenting the incidents at the daily Matron/Ward Manager incident huddles and assign investigators when required.
- Support the Patient Safety & Quality Team with investigations process by assisting with the pulling of physical medical records/CAS cards from the relevant department/location and tracking through the use of Casenote Management software.
- On a monthly basis, responsibility for providing the Ward Managers and Matron with a breakdown of incidents, PALS and Complaints received, closed and open as of the start of each month.
- As necessary ensure Datix system is updated with accurate information relating to investigations including appropriate attachment of documents, emails etc
- To be responsible for producing and updating the monthly Quality Boards for each Ward area, data includes; compliments, complaints, PALS, sharing the learning, risk, Incident, legal claims, procedural documents and CQC musts and shoulds.
- Working alongside divisional colleagues to support the development and completion of action plans for a variety of topics, such as; infection prevention and control, audit and Serious Incidents.
- To populate and share divisional Newsletters weekly with all staff across the divisions
- Support the Division with Sharing the Learning from Incidents, PALS, Complaints, and Claims
- With support from the Patient Safety & Quality Facilitator, co-ordinate the completion of local and national safety alerts, ensuring action plans are completed by the requisite date.
Job description
Job responsibilities
- Assist in the preparation for and delivery of Trust-wide multi-disciplinary audit / safety meetings
- Responsible for administering and maintaining the divisions policy register, tracking policies, arranging for policies to be made available and ensuring policies are timetabled for periodic review.
- Provide support for regular and ad hoc reports to the division board, Quality & Safety Committee and other division committees, managers, clinicians and frontline staff as required.
- Responsibility for administering the relevant compliance and clinical effectiveness database, such as Allocate.
- Ensure that telephone and other enquiries are dealt with in an appropriate, efficient and effective manner, ensuring that any agreed actions are recorded and acted upon.
- Liaise and work collaboratively with members of the Central Quality Team and other divisions, to provide a cohesive approach to quality management.
- To provide administrative support for the Team as requested by the division Patient Safety & Quality Lead.
- Any other duties commensurate with the post and grade as required by line manager and/or Associate Director of Nursing
- To provide administrative support at the monthly Patient Safety & Quality meetings, this includes responsibility for ensuring the minutes are taken and written in a timely manner, and maintaining the action log and its completion.
- On a monthly basis, compile a report for the division to reflect not only the previous months data but also a rolling 12 months to show the divisions position on Patient Safety, Risk, Patient Experience, Compliance and Clinical effectiveness and legal
- Represent the divisions PS&Q Teams as required at Trust level meetings.
- Provide support with the incident investigation process by preparing and presenting the incidents at the daily Matron/Ward Manager incident huddles and assign investigators when required.
- Support the Patient Safety & Quality Team with investigations process by assisting with the pulling of physical medical records/CAS cards from the relevant department/location and tracking through the use of Casenote Management software.
- On a monthly basis, responsibility for providing the Ward Managers and Matron with a breakdown of incidents, PALS and Complaints received, closed and open as of the start of each month.
- As necessary ensure Datix system is updated with accurate information relating to investigations including appropriate attachment of documents, emails etc
- To be responsible for producing and updating the monthly Quality Boards for each Ward area, data includes; compliments, complaints, PALS, sharing the learning, risk, Incident, legal claims, procedural documents and CQC musts and shoulds.
- Working alongside divisional colleagues to support the development and completion of action plans for a variety of topics, such as; infection prevention and control, audit and Serious Incidents.
- To populate and share divisional Newsletters weekly with all staff across the divisions
- Support the Division with Sharing the Learning from Incidents, PALS, Complaints, and Claims
- With support from the Patient Safety & Quality Facilitator, co-ordinate the completion of local and national safety alerts, ensuring action plans are completed by the requisite date.
Person Specification
All essential citeria
Essential
- Education GCSE Level / NVQ Level 3 or equivalent
- Essentially the post holder will have excellent word processing skills using Word and Excel
- Essentially the post holder will have experience of data entry and general use of databases.
- Standard keyboard and software skills, use of standard office equipment.
Desirable
- Desirably the post holder will have experience of using Datix and Allocate systems
- Desirably the post holder will have experience of using all Microsoft packages
desriable
Essential
Essential
Essential
- Able to communicate effectively (verbally and written) with a range of people on a range of matters including staff, tailored to the person being addressed.
- Some of the work will require tact and diplomacy. Emotional maturity is essential to deal with ad hoc situations that may arise
Desirable
- Experience in working in the NHS
essential
Desirable
- A high degree of concentration and the need to meet deadlines is essential.
Person Specification
All essential citeria
Essential
- Education GCSE Level / NVQ Level 3 or equivalent
- Essentially the post holder will have excellent word processing skills using Word and Excel
- Essentially the post holder will have experience of data entry and general use of databases.
- Standard keyboard and software skills, use of standard office equipment.
Desirable
- Desirably the post holder will have experience of using Datix and Allocate systems
- Desirably the post holder will have experience of using all Microsoft packages
desriable
Essential
Essential
Essential
- Able to communicate effectively (verbally and written) with a range of people on a range of matters including staff, tailored to the person being addressed.
- Some of the work will require tact and diplomacy. Emotional maturity is essential to deal with ad hoc situations that may arise
Desirable
- Experience in working in the NHS
essential
Desirable
- A high degree of concentration and the need to meet deadlines is essential.
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.
