Job summary An exciting opportunity has arisen for an experienced administrator to join the Patient Safety and Quality team at Gloucestershire Hospitals NHS Foundation Trust. The role will provide essential administrative support to the corporate and divisional Patient Safety & Quality Teams and support the Datix System Manager with the administration of the Trust Risk Management Software (Datix).The Trust is looking for a diligent, proactive, experienced administrator with excellent communication and organisational skills and a keen attention to detail. Interview will involve a short admin task. No preparation required. Previous applicants need not apply. Main duties of the job The role will provide essential administration support to the patient safety & quality team, including taking minutes, answering the phone, electronic filing, generating basic reports, data entry, responding to emails and some aspects of diary management. Previous experience of electronic databases or management systems and the ability to learn Trust specific software is essential, as the role also provides administrative support to the day-to-day management of the Trust wide risk management system, Datix. About us The successful candidate will work with a small, professional team, based at Gloucestershire Royal Hospital.Gloucestershire Hospitals NHS Foundation Trust is the largest employer in the county and with over 8,000 staff, we are one of the largest NHS trusts in the UK. We offer a generous annual leave allowance, excellent bank rates, access to the excellent NHS Pension Scheme, discounts for local shops, restaurants and services, access to our health and well-being hub, access to our two on-site nurseries, flexible working options, discounted public transport, reward and recognition schemes, exercise and activity classes and membership to our popular hospital choir. Date posted 23 October 2024 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year PA pro rata Contract Permanent Working pattern Part-time Reference number 318-24-COR-T1869 Job locations Flat 44 Robinswood House Gloucester Royal Hospital Gloucester GL13NN Job description Job 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 Job description Job 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 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 NVQ 3 Business Administration or equivalent Person Specification Qualifications/Experience/Knowledge and Skills Essential 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 NVQ 3 Business Administration or equivalent Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Employer details Employer name Gloucestershire Hospitals NHS Foundation Trust Address Flat 44 Robinswood House Gloucester Royal Hospital Gloucester GL13NN Employer's website https://www.gloshospitals.nhs.uk/ (Opens in a new tab)