Job summary
Employer heading
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
Documents to download
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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