Patient Safety & Quality Administrator

The West Suffolk NHS Foundation Trust are looking for a keen and enthusiastic administrator who can provide high-quality efficient administrative support to their small and friendly Patient Safety and Quality Team.
The Team’s function is to develop and maintain effective systems and processes for responding to a Patient Safety incident for the purpose of learning and improving Patient Safety through the Patient Safety Incident Response Framework (PSIRF).
This is a really interesting, permanent, full-time post which offers great potential for further career development.
Every day is different, and the successful candidate will be encouraged to provide their input into all aspects of the team’s function as well as their own individual role.
Some of the main duties will involve answering phone calls, monitoring team email accounts and electronic incident recording system, and data entry.
The successful applicant will be supported through their induction period with comprehensive training into the Trust’s relevant systems and processes.
We are looking for an applicant who has previous administration skills, good attention to detail with excellent organisational, communication and interpersonal skills.
This role requires an understanding of confidentiality, sensitivity and discretion which is applied in all aspects of the role.
The administration team are considered as the hub of the Patient Safety Team. This is because they are often the first point of contact for staff and work tirelessly to ensure incidents are progressed through the process efficiently and in a timely manner. By diligent record keeping they are key to ensuring the team and other colleagues have a good grasp on the oversight of all incident cases.
Duties also include supporting Divisional Patient Safety & Quality Mangers and clinical staff to arrange meetings in relation to Patient Safety incidents and supporting meetings in relation to their administration.
This role is very much about a team approach and as such the successful candidate will be jointly responsible for monitoring a team mailbox, taking ownership when appropriate and ensuring that enquiries are either actioned or redirected to a colleague accordingly.
#BeKnown at West Suffolk NHS Foundation Trust. By us. By our patients. By our community
We are a busy, friendly, rural NHS Trust providing high-quality care and compassion to more than a quarter of a million people across west Suffolk. We care for, treat and support people in hospital, at home and in various community settings.
The West Suffolk Hospital in Bury St Edmunds provides acute and secondary care services (emergency department, maternity and neonatal services, day surgery unit, eye treatment centre, Macmillan unit and children's ward). It has 500+ beds and is a partner teaching hospital of the University of Cambridge.
Adult and paediatric community services, provided in collaboration with West Suffolk Alliance partners, include a range of nursing, therapy, specialist, and ongoing temporary care and rehabilitation, some at our Newmarket Community Hospital.
We do our utmost to achieve outstanding clinical outcomes for patients and our values of fairness, inclusivity, respect, safety and team work guide how we work and behave as a team.
With nearly 5,000 staff, from all over the world, we strive to make our organisation a great place to work. Whatever your role or ambition, we want to help you be the best you can be.
We promote a diverse and inclusive community where everyones voice counts and you can #BeKnown for whoever you are.
Join us. What will you #BeKnown for?
Job summary
The post holder will be part of the Patient Safety and Quality Team and will be actively involved in the administrative duties required to promote and facilitate the Patient Safety and Quality strategy incorporating quality improvement, Patient Safety, risk management, patient outcomes and experience across the Trust.
Job responsibilities
Communication and Team Working
Work with the team to administrate and coordinate the activities required in implementing the Trust’s Patient Safety and Quality Strategy.
Support divisions and the team in the administrative duties required in the process of incident investigations and the implementation of action plans that are identified from internal and external reviews.
Support the team with compliance of the Trust Duty of Candour process.
Maintain close working relationships with the clinical and managerial service leads.
Appropriately escalate and communicate issues and developments within the team.
Respond to telephone and individual enquiries.
Appropriately direct individuals for further specialist support.
Maintain an awareness of the work of colleagues within the team.
Planning and Organising
Organise meetings or educational packages as appropriate/requested, ensuring appropriate resources are provided.
Organise scheduling of reports for sign off and have oversight of allocation of speakers at meetings.
Plan and prioritise workload in accordance with key tasks to ensure reports are provided in a timely manner.
Arrange for morning reports of red incidents to be provided to Patient Safety & Quality managers for morning huddle meeting.
Administration
Extract data as required to the team for reporting to Board and Sub Board committees and ad-hoc requests.
Update the incident reporting system in relation to investigations.
Record outcomes from meetings.
Update incident records of the outcome and the lessons learnt of reviews.
Provide administrative support in the delivery of education/training days and Divisional Clinical Governance Steering Groups.
Provide administrative support for compliance with the Trust Duty of Candour process.
Monitor and act upon emails sent to the team mailbox.
Maintain records relating to data required for Consultant appraisals.
Extract data to produce reports of systematic analysis within divisions of incident and audit data.
Develop and maintain comprehensive operational procedures for duties within role