Job vacancy: Patient Safety & Quality Administrator - Band 3, Gloucestershire Hospitals NHS Foundation Trust, Gloucester

Job summary

Main area: Patient Safety
Grade: NHS AfC: Band 3
Contract: Permanent
Hours: Part time - 30 hours per week
Job ref: 318-24-COR-T1869-A

Employer: Gloucestershire Hospitals NHS Foundation Trust
Employer type: NHS
Site: Flat 44 Robinswood House
Town: Gloucester
Salary: £24,071 - £25,674 PA pro rata
Salary period: Yearly
Closing: 03/12/2024 23:59

Patient Safety & Quality Administrator - Band 3

NHS AfC: Band 3

Join us at an exciting time for Gloucestershire Hospitals NHS Foundation Trust! We have an ambitious plan for our journey to Outstanding and are looking for aspirational, committed individuals to join us, making a real difference to both staff and patients.

As a former winner of England for excellence award: Tourism destination of the year, the beautiful city of Gloucester and the scenic regency spa town of Cheltenham are fantastic places to work and live.

As a hospital Trust we are currently involved in over 100 clinical trials and studies, whilst also providing acute elective and specialist services to a population of over 620,000.

By joining Gloucestershire Hospitals NHS Foundation Trust new colleagues can look forward to a warm welcome and a future full of opportunities and support.

Detailed job description and main 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 criteria

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 criteria

NVQ 3 Business Administration or equivalent

The health and wellbeing of our staff and patients remains the priority of the Trust. Vaccination remains the best chance we have of conquering COVID and the Trust encourages everyone to take up this offer.

Please note, this vacancy may close as soon as sufficient applications have been received, so please apply as soon as possible if you are interested. The Recruitment Team are unable to accept any applications after the position has closed on NHS Jobs.

Committed to safeguarding our community

If applicable for the post, all successful candidates will be required to pay for their own Disclosure and Barring Service (DBS) check. The cost will be £29 (standard checks) or £46 (enhanced checks), and will be recovered through two instalments from the candidate's salary. Please contact [email protected] for further information.

The Trust is a safeguarding employer committed to the safeguarding and promotion of welfare of children, young people and vulnerable adults and expects staff and volunteers to share this commitment. The Trust is committed to safe recruitment practices to protect children and vulnerable adults, and any appointment will be subject to satisfactory clearance. As part of the organisation's commitment to Safer Recruitment, candidates may request copies of relevant policies and procedures by contacting the Recruitment Team at [email protected]

Committed to supporting service personnel

As part of our commitment to support Service Personnel, Gloucestershire Hospitals NHS Foundation Trust, in collaboration with the Career Transition Partnership, offer a Guaranteed Interview Scheme for all qualifying Service and Ex-Service Personnel. To qualify for a guaranteed interview, candidates must meet the essential criteria for the post and be either a current member of the Armed Forces, or be within the two year period of resettlement. If this applies to you please email the job reference number and your AR number to the Recruitment Team at [email protected]