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Job summary

Main area
Administration
Grade
Band 3
Contract
Fixed term: 12 months (.)
Hours
Part time - 22.5 hours per week (Flexible - Office and Ad Hoc Home Working)
Job ref
249-6422707
Employer
Great Western Hospitals NHS Foundation Trust
Employer type
NHS
Site
The Great Western Hospital
Town
Swindon
Salary
£22,816 - £24,336 per annum pro rata
Salary period
Yearly
Closing
29/07/2024 23:59

Employer heading

Great Western Hospitals NHS Foundation Trust logo

Insights & Learning Adminsitrator

Band 3

Great Western Hospitals NHS Foundation Trust is a unique organisation, serving as the sole integrated provider in the Bath and North East Somerset, Swindon, and Wiltshire system. Our scope extends beyond boundaries as we oversee adult community services in Swindon and provide acute care from the Great Western Hospital. 

Our 5,500 staff have 1.2m patient contacts a year, with 13,000 operations carried out in our Theatres, around 4,000 babies born, and our emergency attendances are now well over 100,000 per year. Those numbers only tell part of our story about what an exciting time it is to join Great Western Hospitals.

We are cultivating a culture that fosters our ambitions, prioritising equality, diversion, inclusion, wellbeing, and leadership. We aim to create an environment where every member of our team can truly thrive.

The Trust is a Disability Confident Employer; all applicants who have a disability can opt to be considered under the guaranteed interview scheme, which means that, providing they meet the minimum essential criteria for the post, they will be offered an interview. We are also proudly accredited as a Veteran Aware organisation and have signed The Armed Forces Covenant.

If we receive a high volume of applications, we may close adverts prior to the published closing date. Therefore, we advise you to complete and submit your application as soon as possible.

Job overview

Hours; 22.5 per week

An exciting opportunity has arisen for Maternity Cover for a Band 3 Administrator, within the Insights and Learning team. This role is integral to ensuring that the teams administrative functions are optimal to support effective patient safety processes within Great Western Hospital. Key elements to this role include, timely and efficient minute taking, updating information on relevant Patient Safety Databases, supporting the wider team with administrative duties and maintaining dashboards and documents to ensure information is correct and up to date. The successful candidate will be enthusiastic and committed to support the Patient Safety Team and the wider Insights and Learning Team to improve patient Safety. If you enjoy working within a supportive team and positive fast paced in environment we would encourage you to apply.

Main duties of the job

The post holder will provide a comprehensive administrative service within the Insights & Learning Team, the 
post holder will be expected to work with the other administrators within the team.

1. Takes and transcribes formal minutes of various Insights & Learning Meetings, the advanced level use of IT packages, including Word, Excel, Outlook, Power Point, Publisher to create minutes.

2. To be responsible for maintaining comprehensive filing and database systems.

3. To support the Insights & Learning Team with a wide range of administrative duties.

4. Use the Local Risk Management System (LRMS) Datix to update and facilitate information.

5. To work with minimal supervision, taking responsibility for prioritising own day to day workload which can be varied and reactive to ensure deadlines are met. 

6. Maintain Insights & Learning dashboards & Freedom to speak up database to ensure accurate information is entered on to appropriate systems regarding compliance.

Working for our organisation

Our STAR values are at the heart of everything we do. You can expect to see them in the way we act and the way we treat each other.  Our values make us who we are.  We will expect your values and behaviours 
to reflect the STAR Values of the organisation:

Service  - We will put our patients first
Teamwork - We will work together
Ambition -  We will aspire to provide the best service
Respect - We will act with integrity 

Detailed job description and main responsibilities


7. To be the first point of contact for enquiries and concerns, to answer both internal and external 
queries. 

8. Review spreadsheets to highlight potential risks.

9. To maintain, monitor and review all monitoring databases which includes compliance/assurance 
dashboard and external reviews. 

10. Extract data/information from reports when required. 

11. Ensure confidentiality is maintained in all communications, to ensure documents and other sensitive 
information are always secure. 

12. Support the Insight and Learning team managers to collate the information/evidence needed for 
reports, action plans and other general information.

13. Collate and store all evidence provided by leads with support of the Insight & Learning team 
managers.

14. To organise and maintain Insight & Learning folders so that documentation is available, consistent,
and available always.

15. To support the Insights & Learning Manages in coordinating schedules of compliance visits to 
departments within the Trust, including participation, and provide a summary of outcome.

16. To arrange internal/external meetings for the Insights & Learning Team and liaise with department 
leads to coordinate meetings. 

17. To work as part of Insights & Learning Team to provide cross cover as appropriate. 

18. Review CQC reports and extract the learning.

19. Communicating complex, sensitive information with a range of staff internally and externally across 
the organisation/organisations; liaises with external organisations, negotiating and persuasive skills 
required.

20. Plans and organises meetings; prioritise own project work/organises a range of events and 
conferences, including organising speakers; manage a range of projects. 

Person specification

Qualifications

Essential criteria
  • Qualified to Diploma Level or equivalent Training and experience
Desirable criteria
  • Knowledge of Care Quality Commission and Key Lines of Enquiry Regulations
  • Knowledge of NHS Legal Legislation
  • Knowledge of Patient Safety Framework
  • Knowledge of trust policies and management

Experience

Essential criteria
  • Dealing with a wide variety of people at all levels
  • Previous administrative experience including preparing meetings, agenda’s and taking minutes
  • Awareness of the principles of good and effective communication
  • Experience of working with Microsoft packages
Desirable criteria
  • NHS Experience
  • Liaison with external health care communities and agencies
  • Healthcare Working Environment. Experience of action plans

Skills

Essential criteria
  • Organisational skills with ability to multi task and prioritise a variety of workloads
  • Communication skills to include written, face to face and over the telephone
  • Ability to work flexibly and as part of a team
  • Ability to meet deadlines whilst working under pressure
Desirable criteria
  • Knowledge of action plans
  • Analytical skills/trend analysis

Employer certification / accreditation badges

NHS Pastoral Care Quality AwardVeteran AwareApprenticeships logoNo smoking policyPositive about disabled peopleAge positiveDisability confident leaderInvestors in People: Goldhttps://www.gov.uk/government/publications/kickstart-scheme-employer-resources/kickstart-scheme-brand-guidelinesStonewall equality policy. Equality and justice for lesbians, gay men, bisexual and trans people.Step into healthArmed Forces Covenant

Documents to download

Apply online now

Further details / informal visits contact

Name
Bincy Victor
Job title
Patient Safety Manager
Email address
[email protected]
Telephone number
Email or Teams
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