Job summary
*** This vacancy is currently only open to Herefordshire and
Worcestershire NHS staff ***
This is an exciting opportunity to join Worcestershire Acute Hospital Trusts Healthcare Standards Team.
The Healthcare Standards Team supports the delivery of the Care Quality Commission (CQC) Regulated Activity, ensuring our patients receive safe, effective, compassionate and high-quality care.
Our team is responsible for maintaining the Trust's relationship with the CQC and supports facilitating CQC inspections and assessments of quality and safety. We also use a number of sources to gather evidence and provide assurance that areas are meeting the fundamental standards of care. This may involve running our own visits to internal departments at our hospitals, to identify how teams can improve and celebrate what they are doing well.
The main focus of this role would be to support the Healthcare Standards Teams administration of projects, communication and planned actions. We would like to welcome a new member to our small team who is eager to learn and enjoys a fast paced environment, this is the perfect role to learn and develop your understanding of processes, governance and operations.
We are open to both part-time (30 hours per week) and full-time candidates (37.5 hours per week).
Main duties of the job
The principal purpose
of this role is to provide administrative support to the Healthcare Standards
Team, including managing schedules, handling communications and maintaining
records. In addition, this role will assist in the planning and co-ordination of
assurance processes that support the delivery of annual quality priorities,
ensuring information is communicated effectively to a variety of stakeholders.
The role requires a high degree of confidentiality,
attention to detail, ability to liaise with a wide range of Staff Groups,
Executives and Public, Commissioners and Regulators.
The post holder will need to be an experienced
multitasker and have experience with Microsoft applications such as Word,
PowerPoint and Excel.
About us
Worcestershire Acute Hospitals NHS Trust is a large
acute and specialised hospital trust that provides a range of local acute
services to the residents of Worcestershire and more specialised services to a
larger population in Herefordshire and beyond.
The Trust operates hospital-based services from
three sites in Kidderminster, Redditch and Worcester
Our workforce is more than 7,000 strong, and our
caring staff are recognised as providing good and outstanding patient-centred
care. You could be one of them.
We are committed to recruiting the best people to
work with us. Our values, which we ask all staff to demonstrate, underpin our
everyday work and remain firmly at the heart of all we do.
Being open and honest
Ensuring people feel cared for
Showing respect to everyone
We are proud to have achieved Timewise
accreditation - this means we are committed to embedding flexible working
within our organisation as a flex positive employer.
DBS Checks and Costs
Any applicants who are offered posts requiring a
DBS check as part of their employment check will have the cost of this check
(at the current rate) deducted from their salary. Please see link in Supporting
Information section for more details on DBS checks and costs.
Job description
Job responsibilities
Key Duties:
General Admin:
-
To act as
the first point of contact for the Healthcare Standards Team, including
greeting internal and external visitors to the department and providing
professional and efficient responses to a wide range of enquires.
-
To
prioritise and manage the day-to-day organisation of the Healthcare Standards
generic email account to ensure work is allocated and progress monitored and
escalate any requests that are nearing deadlines.
-
To support
the day to day management of the Team folder
structure and supporting evidence files and filing.
-
To ensure
supporting databases and resources are maintained, being conscious of data
quality at all times.
-
To ensure
that any conflicts in Patient Public Forum, Executive and Non-Executive Quality
visit schedules are handled sensitively and in a professional manner.
-
To assist
in the organising of data, to check information received is of a high standard
of quality prior to presenting for onward approval.
-
To support
collaborative working by ensuring MS Teams space is set up for sharing
information for multi team working.
-
Assist in
arranging meetings, booking rooms, informing departments of key dates,
circulating supporting information, making necessary arrangements for any
presentation to various meetings.
-
To support
the Healthcare Standards Team in reacting to Trust priorities in set up of new
services and initiatives where necessary.
-
Provide
appropriate duties on behalf of the Healthcare and Quality Standards Officer to
cover leave when necessary.
Quality Improvement & Assurance:
-
To
maintain a database recording the details of any Quality Assurance Visits and
audits performed by both internal and external auditors.
-
To provide
administrative support to the Quality Matron where required to facilitate the
Trusts internal ward/department accreditation programme, including maintaining
a schedule of visits, preparing supporting agendas and collating notes
following reviews.
-
To
facilitate visits and audits by co-ordinating a review team, including liaising
with External Partners.
-
To prepare
audit template documentation for review teams and input the findings into a
central database.
-
To prepare
presentations and reports that may include data extracted from Trust systems
for visits and Trust publications, and collate reports following visits for
onward sharing to a variety of stakeholders.
-
To support
the creation of posters, flow charts and content in line with the Healthcare
Standards Team agenda for sharing with wards, departments and Trust members.
Care Quality Commission (CQC):
-
To
maintain a database recording the details of any CQC ad-hoc and regular
requests.
-
To provide
administrative support for the activities that prepare the Trust for CQC
Inspections, with set up of meetings, ensuring links are provided within
calendar invites and content shared prior to meetings.
-
To set up
and maintain the supporting management system for the safe storage of
information to and from the CQC.
This job description is not
comprehensive or exclusive and will be amended from time to time in
consultation with the post holder. The
post holder will be expected to:
-
Participate
in own appraisals and personal reviews and work to achieve agreed set
objectives.
-
Participate
in appropriate training and development activities as required.
Job description
Job responsibilities
Key Duties:
General Admin:
-
To act as
the first point of contact for the Healthcare Standards Team, including
greeting internal and external visitors to the department and providing
professional and efficient responses to a wide range of enquires.
-
To
prioritise and manage the day-to-day organisation of the Healthcare Standards
generic email account to ensure work is allocated and progress monitored and
escalate any requests that are nearing deadlines.
-
To support
the day to day management of the Team folder
structure and supporting evidence files and filing.
-
To ensure
supporting databases and resources are maintained, being conscious of data
quality at all times.
-
To ensure
that any conflicts in Patient Public Forum, Executive and Non-Executive Quality
visit schedules are handled sensitively and in a professional manner.
-
To assist
in the organising of data, to check information received is of a high standard
of quality prior to presenting for onward approval.
-
To support
collaborative working by ensuring MS Teams space is set up for sharing
information for multi team working.
-
Assist in
arranging meetings, booking rooms, informing departments of key dates,
circulating supporting information, making necessary arrangements for any
presentation to various meetings.
-
To support
the Healthcare Standards Team in reacting to Trust priorities in set up of new
services and initiatives where necessary.
-
Provide
appropriate duties on behalf of the Healthcare and Quality Standards Officer to
cover leave when necessary.
Quality Improvement & Assurance:
-
To
maintain a database recording the details of any Quality Assurance Visits and
audits performed by both internal and external auditors.
-
To provide
administrative support to the Quality Matron where required to facilitate the
Trusts internal ward/department accreditation programme, including maintaining
a schedule of visits, preparing supporting agendas and collating notes
following reviews.
-
To
facilitate visits and audits by co-ordinating a review team, including liaising
with External Partners.
-
To prepare
audit template documentation for review teams and input the findings into a
central database.
-
To prepare
presentations and reports that may include data extracted from Trust systems
for visits and Trust publications, and collate reports following visits for
onward sharing to a variety of stakeholders.
-
To support
the creation of posters, flow charts and content in line with the Healthcare
Standards Team agenda for sharing with wards, departments and Trust members.
Care Quality Commission (CQC):
-
To
maintain a database recording the details of any CQC ad-hoc and regular
requests.
-
To provide
administrative support for the activities that prepare the Trust for CQC
Inspections, with set up of meetings, ensuring links are provided within
calendar invites and content shared prior to meetings.
-
To set up
and maintain the supporting management system for the safe storage of
information to and from the CQC.
This job description is not
comprehensive or exclusive and will be amended from time to time in
consultation with the post holder. The
post holder will be expected to:
-
Participate
in own appraisals and personal reviews and work to achieve agreed set
objectives.
-
Participate
in appropriate training and development activities as required.
Person Specification
Current Employer
Essential
- This vacancy is currently only open to Herefordshire and Worcestershire NHS staff (including PCN/GP Practices); please indicate here which NHS organisation in Herefordshire and Worcestershire you currently work for?
Personal Qualities
Essential
- Demonstrate initiative, motivation and ability to prioritise workload.
- Able to work as part of a team and deal with competing priorities.
- Pays close attention to detail.
- Appreciates when to seek assistance.
- Able to communicate sensitively and effectively with members of the public.
- Flexible attitude to routine/ non routine work.
- Ability to maintain confidentiality.
- Remain calm under pressure.
Qualifications
Essential
- GCSE English and Maths at Grade C or above, or equivalent.
- Educated to diploma level or equivalent experience.
- Recognised computer/IT skills qualification.
- Evidence of continued professional development.
Desirable
- Graphical production experience.
- Flow chart production.
Other Job Requirements
Essential
- Flexibility in working hours and the ability to work outside office hours as required and on occasions at short notice. For example, participate in quality review or inspection visits.
- Willingness to undertake further training/self-development.
- Able to travel to other Trust sites
- Compliance with Trust Dress Code.
- Conscious of appropriate image and self-presentation to suit the department.
Skills and Knowledge
Essential
- Excellent interpersonal and communication skills.
- Self-motivated and able to work on own initiative.
- Excellent planning and organisational skills.
- Able to maintain electronic and manual databases.
- Ability to maintain electronic filing systems.
- Ability to prioritise workload to respond to changing demand.
Desirable
- Competent use of MS Teams and associated modules such as posts, files, team tasks and scheduling.
- Knowledge of Care Quality Commission Regulation and Quality Statements.
Experience
Essential
- IT skills in the use of Microsoft Office Applications, including Word, Excel and PowerPoint.
- Diary management, scheduling and negotiating conflicts.
- Experience of dealing with conflicting demands.
Desirable
- Previous NHS experience.
- Experience in data entry.
- Experience of working in a project focused environment.
Person Specification
Current Employer
Essential
- This vacancy is currently only open to Herefordshire and Worcestershire NHS staff (including PCN/GP Practices); please indicate here which NHS organisation in Herefordshire and Worcestershire you currently work for?
Personal Qualities
Essential
- Demonstrate initiative, motivation and ability to prioritise workload.
- Able to work as part of a team and deal with competing priorities.
- Pays close attention to detail.
- Appreciates when to seek assistance.
- Able to communicate sensitively and effectively with members of the public.
- Flexible attitude to routine/ non routine work.
- Ability to maintain confidentiality.
- Remain calm under pressure.
Qualifications
Essential
- GCSE English and Maths at Grade C or above, or equivalent.
- Educated to diploma level or equivalent experience.
- Recognised computer/IT skills qualification.
- Evidence of continued professional development.
Desirable
- Graphical production experience.
- Flow chart production.
Other Job Requirements
Essential
- Flexibility in working hours and the ability to work outside office hours as required and on occasions at short notice. For example, participate in quality review or inspection visits.
- Willingness to undertake further training/self-development.
- Able to travel to other Trust sites
- Compliance with Trust Dress Code.
- Conscious of appropriate image and self-presentation to suit the department.
Skills and Knowledge
Essential
- Excellent interpersonal and communication skills.
- Self-motivated and able to work on own initiative.
- Excellent planning and organisational skills.
- Able to maintain electronic and manual databases.
- Ability to maintain electronic filing systems.
- Ability to prioritise workload to respond to changing demand.
Desirable
- Competent use of MS Teams and associated modules such as posts, files, team tasks and scheduling.
- Knowledge of Care Quality Commission Regulation and Quality Statements.
Experience
Essential
- IT skills in the use of Microsoft Office Applications, including Word, Excel and PowerPoint.
- Diary management, scheduling and negotiating conflicts.
- Experience of dealing with conflicting demands.
Desirable
- Previous NHS experience.
- Experience in data entry.
- Experience of working in a project focused environment.
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.
