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Essex Partnership University NHS Foundation Trust

Patient Safety Incident Management Administrator

The closing date is 23 October 2025

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Job summary

Due to promotion, an opportunity has risen for a fixed term contract in the Patient Safety Incident Management Team

It is an exciting time for the Patient Safety Incident Management Team as we continue to embed the revised Patient Safety Incident Response Plan (PSIRP) and redesign the Team's functions.

We are looking for someone who is impartial, open minded with, administrative and analytical skills and has the confidence to ask questions to gain a better understanding of an issue.

The post holder will have the capability and knowledge to support the administration of meetings and have the ability to master a new brief and deliver it with confidence, believing in your presentation ability. You will be passionate and willing to contribute to the culture of learning and safety in the organisation and ready to make a difference.

Main duties of the job

The post holder will provide comprehensive administration support to the Head of Patient Safety Incident Management using knowledge and experience of a full range of administrative procedures and software functions.

The post holder may, at times, come into contact with highly emotional and distressing situations and information. This must be dealt with in a confidential and appropriate manner, which may include liaison with service users and their families/carers, taking action where and when necessary.

The post holder will play a key role in the day to day organisation/updating of the department's administrative databases.

About us

Valuing you. Recognising your dedication. At EPUT, we look after you.

  • Receive supervision and support to help you fulfil your potential.
  • Join an inclusive EPUT community and connect with others through engagement events and equality or champion networks.
  • If you need help, we provide mental health and wellbeing services, occupational health advice and counselling.
  • We run recognition awards to recognise staff's hard work and dedication.

Benefits

  • 27 days holiday, plus bank holidays, rising to 33 days after 10 years' service.
  • Excellent pension of up to14.5% of your pensionable pay.
  • Staff discounts include Blue Light Card, NHS discount offers, and staff benefits.
  • £8K relocation package if you move to Essex to join us
  • Season ticket loans are interest-free to cover the cost of travelling to and from work via tram, rail, or bus.

Work that wraps around your needs

  • Flexible working: available from day one for most roles.
  • Job share: Applications for job shares are welcomed.

Details

Date posted

16 October 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year per annum

Contract

Fixed term

Duration

11 months

Working pattern

Full-time

Reference number

364-A-9448

Job locations

The Lodge

Wickford

SS11 7XX


Job description

Job responsibilities

Provide administrative and secretarial support to the Patient Safety Incident Management Team including the accurate recording of information on the Trusts incident reporting system (Datx).

Take responsibility for requesting medical records for investigations and inquests.

Take responsibility for preparing case files and photocopying of records and reports for investigations and Inquests.

Arrange interviews with staff involved in patient safety incidents on behalf of the Head of Patient Safety Incident Management for externally led investigations.

Attend any interviews with staff, taking notes as required.

Assist in collating, maintaining and producing statistical information and activity reports as appropriate.

Assist the team in providing information and communicating with HM Coroners Office, Care Quality Commission, Commissioners, Police etc.

Assist in the organisation and co-ordination of Patient Safety Incident Case Conferences for internal and external partners.

Deal with telephone enquiries in a courteous and proficient manner and promptly escalate any potential problems or issues that may delay the review process.

Respond to all electronic mail messages promptly in accordance with good practice.

Prioritise own workload considering timescales that need to be adhered to in the production of the patient safety review/investigation reports.

Assist in a range of work procedures and practice in order to maintain up to date filing systems and arrange for the safe archiving and/or destruction of correspondence and files in accordance with statutory timescales.

Job description

Job responsibilities

Provide administrative and secretarial support to the Patient Safety Incident Management Team including the accurate recording of information on the Trusts incident reporting system (Datx).

Take responsibility for requesting medical records for investigations and inquests.

Take responsibility for preparing case files and photocopying of records and reports for investigations and Inquests.

Arrange interviews with staff involved in patient safety incidents on behalf of the Head of Patient Safety Incident Management for externally led investigations.

Attend any interviews with staff, taking notes as required.

Assist in collating, maintaining and producing statistical information and activity reports as appropriate.

Assist the team in providing information and communicating with HM Coroners Office, Care Quality Commission, Commissioners, Police etc.

Assist in the organisation and co-ordination of Patient Safety Incident Case Conferences for internal and external partners.

Deal with telephone enquiries in a courteous and proficient manner and promptly escalate any potential problems or issues that may delay the review process.

Respond to all electronic mail messages promptly in accordance with good practice.

Prioritise own workload considering timescales that need to be adhered to in the production of the patient safety review/investigation reports.

Assist in a range of work procedures and practice in order to maintain up to date filing systems and arrange for the safe archiving and/or destruction of correspondence and files in accordance with statutory timescales.

Person Specification

Education/Qualifications

Essential

  • Good standard of education to GCSE or equivalent
  • RSA II/III or equivalent from another recognised body

Desirable

  • NVQ 3 or equivalent experience

Knowledge

Essential

  • Knowledge of a broad range of administrative procedures and software packages.
  • Administrative experience within an office environment
  • Awareness of information governance, data security and a clear understanding of confidentiality
  • Able to converse in a positive manner with service users, carers/families and senior health professionals under emotional circumstances
  • Able to plan, prioritise and organise a number of activities, including the ability to continually reprioritise to meet tight, conflicting deadlines
  • Able to work effectively and accurately with minimal supervision, under pressure and meeting deadlines
  • Work alone effectively or as part of a team
  • Able to create records and filing systems as well as database management using an electronic system
  • Able to collate, analyse, interpret and assess information and its implications
  • Excellent interpersonal and communication skills, both written and oral based on the English language
  • Literate in IT/Computer Skills
  • Professional approach which instils confidence and credibility
  • Ability to communicate effectively with all levels of staff across the Trust, as well as service users, external stakeholders/agencies

Personal Qualities

Essential

  • Ensures that the organisational values We Care, We Learn and We Empower are demonstrated by self and others every day and that any matters of concern are addressed in a timely way, either directly; or raised with the relevant Line Manager; or through the relevant processes within the Trust as appropriate
  • Credibility and enthusiasm for patient safety Values, diversity, inclusion and difference; operating with integrity and openness
  • Fitness Analysis as appropriate
  • Ability to travel across sites and across Trust boundaries to attend meetings, etc.

Desirable

  • Current driving licence.
Person Specification

Education/Qualifications

Essential

  • Good standard of education to GCSE or equivalent
  • RSA II/III or equivalent from another recognised body

Desirable

  • NVQ 3 or equivalent experience

Knowledge

Essential

  • Knowledge of a broad range of administrative procedures and software packages.
  • Administrative experience within an office environment
  • Awareness of information governance, data security and a clear understanding of confidentiality
  • Able to converse in a positive manner with service users, carers/families and senior health professionals under emotional circumstances
  • Able to plan, prioritise and organise a number of activities, including the ability to continually reprioritise to meet tight, conflicting deadlines
  • Able to work effectively and accurately with minimal supervision, under pressure and meeting deadlines
  • Work alone effectively or as part of a team
  • Able to create records and filing systems as well as database management using an electronic system
  • Able to collate, analyse, interpret and assess information and its implications
  • Excellent interpersonal and communication skills, both written and oral based on the English language
  • Literate in IT/Computer Skills
  • Professional approach which instils confidence and credibility
  • Ability to communicate effectively with all levels of staff across the Trust, as well as service users, external stakeholders/agencies

Personal Qualities

Essential

  • Ensures that the organisational values We Care, We Learn and We Empower are demonstrated by self and others every day and that any matters of concern are addressed in a timely way, either directly; or raised with the relevant Line Manager; or through the relevant processes within the Trust as appropriate
  • Credibility and enthusiasm for patient safety Values, diversity, inclusion and difference; operating with integrity and openness
  • Fitness Analysis as appropriate
  • Ability to travel across sites and across Trust boundaries to attend meetings, etc.

Desirable

  • Current driving licence.

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

Essex Partnership University NHS Foundation Trust

Address

The Lodge

Wickford

SS11 7XX


Employer's website

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

Employer details

Employer name

Essex Partnership University NHS Foundation Trust

Address

The Lodge

Wickford

SS11 7XX


Employer's website

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

Employer contact details

For questions about the job, contact:

Head of Patient Safety Incidents Management Team

Roshni Patel

roshni.patel3@nhs.net

07773258498

Details

Date posted

16 October 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year per annum

Contract

Fixed term

Duration

11 months

Working pattern

Full-time

Reference number

364-A-9448

Job locations

The Lodge

Wickford

SS11 7XX


Supporting documents

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