Job summary
To meet the challenges and opportunities this role presents you should have proven experience in the use, set up and maintenance of data bases, with excellent IT skills (specifically the use of Microsoft Word and Excel) and good interpersonal skills in order to effectively support the Head of Compliance and the Project Support Officer with the day to day administrative management of:
- Management of patient information leaflets
- Procedural documentation
- Written translation requests
- Arranging and minuting meetings
As a member of the Corporate Governance Team, you will also be working directly with individual staff members as well as across various divisions, services and teams. Personal qualities we are looking for include someone who is an excellent team player, with a keen eye for attention to detail, an enquiring mind, organised and methodical yet with the ability to adapt to and accommodate changing priorities and deadlines through a structured and proactive approach to work.
Main duties of the job
- To co-ordinate and undertake all administration of the Trust Patient Information Service, procedural documents and Translation Service.
- To support the Head of Compliance to ensure that there is a process in place for patient information leaflets, procedural documents and translation services.
- Responsible for ad hoc project work to assist the Head of Compliance.
About us
Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that 'happy staff, makes for happy patients'. We have a recognised track record in staff engagement, and living our values 'the WWL Way'.
WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.
Job description
Job responsibilities
Duties and Responsibilities
Key results from the job holder
- To be conversant with Microsoft packages, specifically Outlook, Word, Excel, PowerPoint and Publisher.
- Responsible for the production and despatch of own correspondence on routine matters regarding Patient Information, procedural documents and Translation Service issues.
- Responsible for producing and maintaining templates relating to Patient Information Leaflets (PIL's) and procedural documents.
- Responsible for assisting the Head of Compliance in the collection of data/information to produce reports in written and graphical format. To ensure reports are produced to strict deadlines and are presented to relevant trust committees where necessary.
- Responsible for ad hoc project work to assist the Head of Compliance.
- Responsible for the planning, co-ordinating, and all administration of the Trust Patient Information, procedural documents and Translation Systems
- Responsible for working alongside the project manager and divisions to develop their patient information and policy, ensuring that they meet aims, risks and benefits
- Responsible for working with teams throughout the Trust in order to make sure they have effective and appropriate use of the translation service
Planning and Organisational Duties
- Responsible for the maintenance of databases used for monitoring patient information leaflets, procedural documents and use of the translation service.
- Responsible for the coordination and liaising with the divisions and the Translation company in the translation of patient documents and ensure they are sent to patients in a timely manner.
- Responsible for uploading information to the intranet and internet web pages in relation to patient information and procedural documents.
- Responsible for the production of monthly reports relating to Patient Information Leaflets, Procedural Documents and Translations to highlight compliance and horizon scanning for use by Divisions
- Working with the Project Manager to undertake the Annual Audit of Patient Information Leaflets to comply with the patient information policy and SOP
Communications and Key Working Relationships
- Responsible for ensuring that the most current templates are available for use by Divisions.
- Responsible for liaising with Lay readers and Proof-readers to aid production of PIL's.
- Responsible for liaising with Divisional Governance in relation to PIL's.
- Responsible for liaising with Divisional Leads relating to approval of translation costs.
- Responsible for liaising with other members of the team to ensure smooth running of the PPI department
Responsibility for Finance
- Responsible for producing and maintaining a paper-lite system by using electronic filing systems for all PIL correspondence.
- Responsible for ensuring all invoices relating to translation services are signed off and approved by the Divisional Directors of Performance
Responsibility for Human Resources
- Responsible for complying with Trust Policies and Procedures including the Code of Conduct.
- Responsibility for all records (including patient health, financial, personal and administrative) that they gather or use as part of their work within the trust. The records may be paper, electronic, audio or other media formats, x-ray images.
- The range of duties and responsibilities outlined above are indicative only and are intended to give a broad scope of the range and type of duties that will be allocated. They are subject to modification in the light of changing service demands and the development requirements of the postholder.
Responsibility for Health & Safety
- Compliance with the Health & Safety at Work Act 1974 the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions
Responsibility for Teaching
- Responsible for education as required by the wider Governance team
Work Circumstances & on-call
- This role is only required to work during standard office hours, Monday to Friday
Job description
Job responsibilities
Duties and Responsibilities
Key results from the job holder
- To be conversant with Microsoft packages, specifically Outlook, Word, Excel, PowerPoint and Publisher.
- Responsible for the production and despatch of own correspondence on routine matters regarding Patient Information, procedural documents and Translation Service issues.
- Responsible for producing and maintaining templates relating to Patient Information Leaflets (PIL's) and procedural documents.
- Responsible for assisting the Head of Compliance in the collection of data/information to produce reports in written and graphical format. To ensure reports are produced to strict deadlines and are presented to relevant trust committees where necessary.
- Responsible for ad hoc project work to assist the Head of Compliance.
- Responsible for the planning, co-ordinating, and all administration of the Trust Patient Information, procedural documents and Translation Systems
- Responsible for working alongside the project manager and divisions to develop their patient information and policy, ensuring that they meet aims, risks and benefits
- Responsible for working with teams throughout the Trust in order to make sure they have effective and appropriate use of the translation service
Planning and Organisational Duties
- Responsible for the maintenance of databases used for monitoring patient information leaflets, procedural documents and use of the translation service.
- Responsible for the coordination and liaising with the divisions and the Translation company in the translation of patient documents and ensure they are sent to patients in a timely manner.
- Responsible for uploading information to the intranet and internet web pages in relation to patient information and procedural documents.
- Responsible for the production of monthly reports relating to Patient Information Leaflets, Procedural Documents and Translations to highlight compliance and horizon scanning for use by Divisions
- Working with the Project Manager to undertake the Annual Audit of Patient Information Leaflets to comply with the patient information policy and SOP
Communications and Key Working Relationships
- Responsible for ensuring that the most current templates are available for use by Divisions.
- Responsible for liaising with Lay readers and Proof-readers to aid production of PIL's.
- Responsible for liaising with Divisional Governance in relation to PIL's.
- Responsible for liaising with Divisional Leads relating to approval of translation costs.
- Responsible for liaising with other members of the team to ensure smooth running of the PPI department
Responsibility for Finance
- Responsible for producing and maintaining a paper-lite system by using electronic filing systems for all PIL correspondence.
- Responsible for ensuring all invoices relating to translation services are signed off and approved by the Divisional Directors of Performance
Responsibility for Human Resources
- Responsible for complying with Trust Policies and Procedures including the Code of Conduct.
- Responsibility for all records (including patient health, financial, personal and administrative) that they gather or use as part of their work within the trust. The records may be paper, electronic, audio or other media formats, x-ray images.
- The range of duties and responsibilities outlined above are indicative only and are intended to give a broad scope of the range and type of duties that will be allocated. They are subject to modification in the light of changing service demands and the development requirements of the postholder.
Responsibility for Health & Safety
- Compliance with the Health & Safety at Work Act 1974 the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions
Responsibility for Teaching
- Responsible for education as required by the wider Governance team
Work Circumstances & on-call
- This role is only required to work during standard office hours, Monday to Friday
Person Specification
Qualifications
Essential
- Evidence of basic level qualification in English (level 3 pass) and Maths or able to demonstrate equivalent experience in previous experience.
Desirable
Experience
Essential
- Experience in undertaking a range of secretarial duties including: oDiary management oDrafting correspondence oAnswering telephone enquiries oMinute taking
- Proficient using full Microsoft Office packages; use of these on a regular basis, in particular, Microsoft Outlook, Word, PowerPoint and Excel.
- Experience in the development of reports using IT systems.
Desirable
- Previous NHS experience
- Understanding with data systems including Datix, CAS (Central Alerting Systems), CUBE
- Experience of interaction with senior nurses, clinicians and operational leads.
Skills
Essential
- Previous secretarial/administration experience.
- Ability to prioritise and manage own workload.
- Able to communicate both written and verbally with all levels of staff.
- Keyboard skills.
Desirable
Knowledge
Essential
Desirable
- Understanding of the management of procedural documents and Patient Information Leaflets.
additional
Essential
- Speak English to an appropriate standard relevant to their role.
- Willing to adopt a flexible approach to working hours during Monday to Friday.
- Challenging and inquiring mind-set.
- Must remain calm under pressure.
- Willing to undertake further training/qualifications as necessary.
- Must have good inter-personnel skills.
- Must be diplomatic, courteous and patient.
- Must have excellent time management skills.
- Must have excellent organisational skills.
- Flexible and able to work on any site within the Trust.
- Ability to demonstrate good attendance record.
Person Specification
Qualifications
Essential
- Evidence of basic level qualification in English (level 3 pass) and Maths or able to demonstrate equivalent experience in previous experience.
Desirable
Experience
Essential
- Experience in undertaking a range of secretarial duties including: oDiary management oDrafting correspondence oAnswering telephone enquiries oMinute taking
- Proficient using full Microsoft Office packages; use of these on a regular basis, in particular, Microsoft Outlook, Word, PowerPoint and Excel.
- Experience in the development of reports using IT systems.
Desirable
- Previous NHS experience
- Understanding with data systems including Datix, CAS (Central Alerting Systems), CUBE
- Experience of interaction with senior nurses, clinicians and operational leads.
Skills
Essential
- Previous secretarial/administration experience.
- Ability to prioritise and manage own workload.
- Able to communicate both written and verbally with all levels of staff.
- Keyboard skills.
Desirable
Knowledge
Essential
Desirable
- Understanding of the management of procedural documents and Patient Information Leaflets.
additional
Essential
- Speak English to an appropriate standard relevant to their role.
- Willing to adopt a flexible approach to working hours during Monday to Friday.
- Challenging and inquiring mind-set.
- Must remain calm under pressure.
- Willing to undertake further training/qualifications as necessary.
- Must have good inter-personnel skills.
- Must be diplomatic, courteous and patient.
- Must have excellent time management skills.
- Must have excellent organisational skills.
- Flexible and able to work on any site within the Trust.
- Ability to demonstrate good attendance record.
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).
Employer details
Employer name
Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust
Address
Royal Albert Edward Infirmary
Wigan Lane
Wigan
WW1 2NN
Employer's website
http://www.wwl.nhs.uk/ (Opens in a new tab)
