Patient Safety & Quality Administrator - Band 3

Job description

Job responsibilities

Job Purpose: To provide administrative support to the corporate and divisional Patient Safety & Quality Teams.

To support the DATIX System Manager with the administration of the Trust Risk Management Software (DATIX).

Key Areas of Responsibility: Responding to routine enquiries from all grades of staff across the Trust as well as from representatives of external organisations

Co-ordinating and supporting the provision of training in patient safety and risk processes, including maintaining a record of all training undertaken.

Carrying out general administration duties including: taking minutes, answering the phone, electronic filing, generating basic reports, data entry, responding to emails and some aspects of diary management.

Arranging a variety of meetings, workshops and presentations

Supporting the transfer of sensitive and sometimes contentious information arising from safety incidents while maintaining confidentiality and using discretion.

Managing shared email inboxes and phone lines and directing queries appropriately.

Providing administration support cover for the Patient Safety & Quality Managers and DATIX systems Manager when absent, escalating any complex queries.

Maintaining up to date contact and distribution lists

Carrying out basic quality assurance checks as instructed.

Maintaining and updating data dashboards as required

Basic use of Trak care and electronic patient record to provide support to the Patient Safety and Quality advisors in identifying admission and appointment history for patients involved in incidents

Ability to remain focused during repetitive tasks

Establishing effective and open administrative processes and filing systems that enables easy access to all material by post holder and team.

To undertake any other duties compatible with grade in discussion with Line Manager

Managing electronic storage provisions through the use of share drives and SharePoint sites

Supporting the Patient Safety and Quality team tracking incidents and action plans

Responding to enquiries and providing process related advice and guidance where able and escalating queries where required.

Entering data and generating reports from databases and spreadsheets using defined search criteria

Supporting the Datix System Manager in the administration of the Trust risk management software for incidents, risk registers, complaints, PALS, mortality and claims

Carrying out DATIX system administration duties to include: approving contacts, creating and modifying user profiles and resetting passwords.

Supporting the DATIX System Manager with the production of training materials/presentations to support training in the Trust risk management software

Person Specification

Qualifications/Experience/Knowledge and Skills

Essential

• Educated to NVQ level 3 or equivalent
• Previous administrative experience (appropriate years) including electronic databases or management systems
• Advanced keyboard and IT skills with advanced experience and competence in Microsoft Office packages to include Outlook, Word & Excel
• Able to use word processing skills to produce and format complex documents.
• Ability to deal with non-routine issues and solve problems
• Use PowerPoint to design, create and edit presentations
• Make effective use of file management on computer network drives
• Maintain up to date records in manual and electronic office systems, ensuring consistency, accuracy, attention to detail and enabling information to be located and retrieved.
• Able to collate and provide accurate information from a variety of sources
• Diligent with excellent attention to detail
• Ability to learn Trust specific software
• To accurately record and relay messages as appropriate using discretion in redirecting callers and giving advice.
• Excellent written communication, including the ability to produce formal documents such as guidance material and standard operating procedures
• Excellent verbal communication and interpersonal skills with the ability to communicate clearly and concisely
• Ability to prioritise and organise own work load with varying and unpredictable demands, working without supervision
• Excellent organisational and time management skills and ability to adhere to strict deadlines
• Proactive/ takes own initiative to seek out and implement quality improvements
• Able to follow instructions and work independently within a defined remit
• Team worker
• Reliable, Adaptable and Dependable
• Resilient under pressure

Desirable

• NVQ 3 Business Administration or equivalent

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.

Employer details

Employer name

Gloucestershire Hospitals NHS Foundation Trust

Address

Flat 44 Robinswood House

Gloucester Royal Hospital

Gloucester

GL1 3NN

Employer's website

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