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Detailed job description and main responsibilities

General Governance

1.     To be the first point of contact for the Divisional Clinical Governance Team dealing with routine and non-routine enquiries, communicating relevant information to the most appropriate person in the Team.  Answering telephone calls, taking messages and passing on to the relevant person and signposting. Ensure that all received correspondence is triaged and prioritised appropriately.

2.     Actively support with monitoring of incidents, risks and associated actions in line with handling timeframes and send out breach of time frame alters to incident/risks handlers.

3. Extract data from DATIX and other information systems, collate and group themes relating to incident and risk reporting to support members of the Governance Team. 
4. To support with monitoring the quality of the incidents reported and contact reporters, if needed advising of changes necessary to achieve the standard required as instructed by the Clinical Governance Lead.
5. To undertake data for Subject Access Requests in a timely manner, following information governance principles and processes, and though liaison with clinical and non-clinical colleagues representing divisional services.
6. To handle patient’s Medical Records and other sensitive and confidential documentation appropriately in line with Data Protection and Data Security principles.
7. To support with management of Freedom of Information Requests received by the division in a timely manner.
8. To assist divisional Clinical Governance Lead in the management of complaints, including maintaining complaints log, summarising of lessons learned and actions from closed complaints, supporting in the arrangements for complaints lessons learned workshops as well as tracking of progress on completion of agreed actions with Service Clinical Managers and Group Clinical Managers. This will require handling of sensitive confidential information of both service users and staff.
9. To assist in the cascade of Safety Alerts, NICE Guidelines and to maintain communication with services/managers regarding compliance of any required actions.
10. To support the co-ordination of any internal CQC Quality Inspections across the Division as instructed, by the Clinical Governance Lead, other divisional Senior Managers.
11. To support the H&S framework, including help with divisional monitoring of internal processes as well as compliance with H&S Risk Assessments across the division.
12. To support dissemination of actions identified from internal/external visits or audits, and collating progress update on actions completion from individual services/teams as instructed by the divisional Clinical Governance Lead and Senior Management team
13. To ensure that the divisional medical device register is maintained and up to date - new equipment is added to the register and equipment no longer in use or relocated is updated accordingly.

     

14. To provide support, guidance, and assist with delivering training as required to individuals across the division to ensure Medical Devices are recorded within the Trust Datix System and that Datix equipment record corresponds with equipment servicing Contractor’s data base by working in a partnership with Centralised medical Devices team.  

     

15. Ensure that appropriate training provided within the division, assessments, any other appropriate information are recorded on the divisional database. Training needs will be carried out in line with the trust policy/divisional process.

     

     

16. To monitor divisional equipment servicing arrangements and escalate any difficulties to divisional Clinical Governance Lead and service Senior Managers in line with expected timeframes.  

     

17. Collate and monitor data by identifying any trends or gaps referring to equipment servicing arrangements and disseminate this data on a regular basis to divisional Governance Lead to improve compliance and quality. 

     

18. Support the divisional Senior Management Team to implement changes to medical devices compliance and maintenance to improve clinical quality for patients in accordance with the NHS Improvement and MHRA national framework and legislative guidance with support available from the Centralised Medical Devices Team.  

     

19. Promote reporting incidents related to medical devices across the division.

     

20. Provide support with collation and completion of regular and quarterly/annual reports relating to medical devices for the divisional Clinical Governance Lead/Senior Management Team.

     

21. Participate in and contribute to the effective introduction of new systems and initiatives leading to the improvement and development of the management of Medical Devices across the division. This will require traveling and undertaking of site visits across the division. 

     

22. Ability to recognise situations that should be referred onto the divisional Senior Management Team and take prompt and appropriate action as required in relation to Medical Devices compliance.

     

23. Assist the divisional Clinical Governance Lead and Senior Management Team in developing clear process for Divisional Teams in monitoring Medical Device’s and the requirement for replacements equipment and the servicing of equipment with support available from the Centralised Medical Device team.

     

    Office duties

     

24. To undertake the administrative tasks associated with the divisional clinical governance meetings including formulating agendas, maintaining action logs, sending out invites, taking minutes as instructed by divisional Clinical Governance Lead.

     

25. Produce a range of high quality correspondence, letters, reports, presentations or spread sheets, ensuring all documents are accurate and produced to a high standard.

     

26. To use a range of additional IT systems including Microsoft Office package, RIO, One Trust and DATIX (Risk, incident Reporting tool, equipment, NICE and alerts), eProcurement, as well as external data bases from external partners (external equipment data base/other) to create reports, tables, charts and graphs. 

     

27. Create and maintain local data bases/logs to monitor compliance for a range of actives such as progress on actions identified from quality assurance or board visits, audits, patient safety alerts, closed complaints and incidents, Duty of Candour arrangements, reporting deadlines, Subject Access Request, Freedom of Information Requests, NICE Guidelines, and other as advised by the divisional Clinical Governance Lead.

     

28.  Develop and maintain comprehensive office systems  to ensure that clerical support to the team is provided including effective management of multiple shared email inboxes, Outlook calendars, organising and sorting electronic and paper files, organising meetings, booking meeting rooms as necessary, printing and scanning documents.