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.
We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another.
With a team of over 9,000 employees, we are proud to be the largest employer in Gloucestershire and rank among the top 10 largest Trusts in the South West joining our Trust, you will benefit from an excellent package that includes exclusive benefits, flexible working opportunities and the chance to gain valuable experience in one of our innovative hospitals. As well as generous annual leave allowance, access to the excellent NHS pension scheme, competitive bank rates, discounts at local shops and restaurants, access to two on-site nurseries, discounted public transport, reward and recognition and a range of health and wellbeing initiatives to support you.
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
1. Educated to NVQ level 3 or equivalent
2. Previous administrative experience (appropriate years) including electronic databases or management systems
3. Advanced keyboard and IT skills with advanced experience and competence in Microsoft Office packages to include Outlook, Word & Excel
4. Able to use word processing skills to produce and format complex documents.
5. Ability to deal with non-routine issues and solve problems
6. Use PowerPoint to design, create and edit presentations
7. Make effective use of file management on computer network drives
8. 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.
9. Able to collate and provide accurate information from a variety of sources
10. Diligent with excellent attention to detail
11. Ability to learn Trust specific software
12. To accurately record and relay messages as appropriate using discretion in redirecting callers and giving advice.
13. Excellent written communication, including the ability to produce formal documents such as guidance material and standard operating procedures
14. Excellent verbal communication and interpersonal skills with the ability to communicate clearly and concisely
15. Ability to prioritise and organise own work load with varying and unpredictable demands, working without supervision
16. Excellent organisational and time management skills and ability to adhere to strict deadlines
17. Proactive/ takes own initiative to seek out and implement quality improvements
18. Able to follow instructions and work independently within a defined remit
19. Team worker
20. Reliable, Adaptable and Dependable
21. Resilient under pressure
Desirable
22. NVQ 3 Business Administration or equivalent