Clinical Governance and Assurance Administrator
Detailed job description and main responsibilities:
1. To provide all administrative processes which support the receiving, acknowledging and tracking of complaints and incidents received by the Divisions.
2. Liaising with appropriate Head of Operations, Matrons and Lead Investigators regarding investigation of complaints/incidents and managing and maintaining the Divisional Tracking Systems.
3. Sending associated correspondence to those staff members required to provide information to assist in investigations of identifying expectations, deadlines etc.
4. Identifying and escalating any concerns or delays in association with investigations.
5. Maintain and updated the relevant Datix record for all Divisional Complaints/ Incidents to support visibility on the Trust Business Intelligence System (Light).
6. Attendance at Care Group and Divisional meetings as required.
7. To work as part of a Divisional team, providing support to the Division with administrative duties for all aspects of Governance and Assurance.
8. To provide weekly, monthly and quarterly reports from Datix and other local databases.
9. To take notes at meetings, including the weekly safety meetings for all divisions and the hospital site safety meetings.
10. Work collaboratively and co-operatively with others to develop and facilitate the Governance and Assurance objectives.
11. Responsible for data entry of all relevant information to local IT systems.
12. Maintain tracking systems for the caseload management of complaints, incidents and best practice guidelines ensuring that reminders are sent to responsible staff.
13. Act in a way which supports and protects patient's confidentiality, whilst supporting equality and diversity.
14. Support the diary and governance administration for the Assistant Director of Governance and Head of Governance.
Person specification
Qualifications
Essential criteria:
* Educated to GCSE Level
* ECDL Certificate or equivalent
Experience:
Essential criteria:
* Use of computers
* Demonstrable experience dealing with staff members of all disciplines and grades
* Previous NHS experience
* Previous clerical experience
* Demonstrable experience of office working in an office environment
Desirable criteria:
* Previous complaints management experience
Knowledge:
Desirable criteria:
* Knowledge of hospital systems Risk Management (Datix), Patient Information Systems (Medway Sigma, PENS, ICE) and Microsoft Office
Skills:
Essential criteria:
* Good organisational skills
* Attention to detail, accuracy
* Can work well under pressure and remain calm in difficult situations
* Can manage own workload
* Excellent interpersonal and communication skills
* Analysis and interpretation of information
* Ability to be aware of and manage individual stress levels
Other:
Essential criteria:
* Professional manner
* Flexible team worker
* Sensitive nature and pleasant manner
* Pleasant telephone manner
* A commitment to confidentiality
* Flexible approach to working hours
Please ensure you check the email account (including junk/spam boxes) from which you apply regularly as we will use this to contact you regarding your application.
Posts advertised to 'internal staff' are open to employees of hospitals within University Hospitals of Liverpool Group and you should confirm your employment within your application form.
Only those applicants who demonstrate clearly how they meet our person specification will be shortlisted for interview.
We reserve the right to close any vacancies from further applications when we have received a minimum number of applications from which to make a shortlist. Please ensure you apply without delay if you wish to be considered for this role.
Candidates applying for the role of Healthcare Assistant on the staff bank should note that due to the nature of the role, workers must be aged 18 or above when commencing in post. Applicants are therefore welcome from those aged over 18 or within 3 months' of their 18th birthday.
The Trust is committed to promoting a healthy work-life balance and achieve fair, equitable and consistent practice. We welcome flexible working requests and will consider a variety of flexible working arrangements from day one of your employment. Not all roles are suitable for every flexible working opportunity all of the time. Flexible working options may include reduced hours, compressed hours, fixed shifts, time back in lieu and home working.
The Trust is committed to promoting equality and diversity; we value the contribution of individual talent, skills, knowledge and experience and aim for a workforce demography representative of the local community. We encourage applicants from the following groups that are currently under-represented in our workforce: black, Asian and minority ethnic, lesbian, gay, bisexual and Transgender (LGBTQ+), disabled, male and age 16-24.
Trust policy requires that the cost of submitting & processing the successful applicant/s DBS application be recovered via salary deduction following start in post. The amount of £23 (standard disclosure) or £43 (enhanced disclosure) will be deducted from salary, in manageable monthly instalments for up to 3 months following commencement of employment. Bank posts require upfront payment. DBS applications submitted from 2nd December will be subject to the new DBS fee of £26.50 (standard) and £54.50 (Enhanced).
From April 2017, Skilled visa applicants and their adult dependant(s) will be required to provide a criminal record certificate from each country they have lived in consecutively for 12 months or more in the past ten years.
Applicants requiring sponsorship may wish to determine the likelihood of obtaining sponsorship for this position by assessing themselves against the criteria on the gov.uk website - https://www.gov.uk/check-uk-visa.
This organisation has a zero-tolerance approach to the abuse of children, young people and vulnerable adults. All staff must ensure they adhere to the organisations safeguarding children and adults' policy and comply with the Local Safeguarding Children and Adult Board procedures.
Staff should be mindful of their responsibility to safeguard children and adults in any activity performed on behalf of the organisation in line with the requirements of statutory guidance and legislation.
All employees (and volunteers) are expected to maintain their safeguarding knowledge and skills by completing mandatory safeguarding training which includes understanding and recognising the signs of abuse and neglect and taking appropriate action.
As an organisation, we have adopted the Merseyside Domestic abuse workplace scheme which supports our staff who are experiencing Domestic Abuse /any forms of sexual violence.
If you have any personal requirements that will enable you to participate in our recruitment process please contact a member of the Recruitment Services by phone on 0151 706 4666 at the earliest opportunity to ensure that measures can be put in place to enable your application for this post.
Please note: new entrants to the NHS will commence on the first pay point of the relevant band.
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download:
* Job Description ( PDF, 194.4 KB )
* OH Risk ID Form ( PDF, 312.6 KB )
* Recruitment Documents ( PDF, 383.5 KB )
* Life at LUHFT Benefits ( PDF, 333.2 KB )
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