Quality and Safety Facilitator

Band 4
Job summary
This new role is supporting the implementation of digital systems for Risk Management and Health and Safety throughout the Trust. Working with the risk owners and the Health & Safety team to support frontline and corporate services to identify, assess, and report on risks. Candidates will need to be IT literate, to learn new systems, with good communication skills to liaise with people at different levels of seniority and technical understand.
This is an exciting position that will give the successful candidate a great holistic view of the Trust.
This role sits within the Quality & Safety Department, working with specialist leads, corporate and frontline services to support the many different aspects of Quality and Safety across the organisation. As a team, we're flexible and supportive, responding to the needs of the organisation. As such, staff often develop and progress, leading to further opportunities.
Main duties of the job
The role will provide comprehensive support to the Quality & Safety Department and Health & Safety team ensuring work processes are managed efficiently and effectively. The role will have a particular focus on:

• supporting services and Managers with the management of risk on cloud base digital systems/Risk Register (e.g. Evotix and InPhase)
• the management of incidents (e.g. InPhase); and
• supporting different governance and specialist subject meetings.
• matrix working across the department to support colleagues with Quality and Safety projects or initiatives.

A high level of initiative, knowledge, tact, diplomacy flexibility and effective communication is required, to all levels of management and staff, ensuring a high level of confidentiality is maintained. We are looking for a self-motivated, creative, and dynamic person who has proven experience of organising meetings, working with database systems and possesses extensive IT skills.
About us
We are the main provider of NHS community services across East and West Sussex. Our 6,000 staff serve a population of 1.3 million providing essential medical, nursing, and therapeutic care to adults and children.
Our Trust vision is to provide excellent care at the heart of the community, helping people plan, manage, adapt to changes in their health, supporting avoidable hospital admissions and reducing hospital stay times.
We have opportunities for everyone across our wide variety of services including medical, clinical, support and corporate services.
Why work for us?

• Positive 2022 NHS Staff Survey results, scoring highly in compassionate culture & leadership, and staff wellbeing support
• Variety of working environments across the community, in patients' homes, within our community hospitals and bases across the county
• Supportive flexible working patterns such as: part time, flexi time, annualised hours, and flexi retirement options
• Excellent training and development opportunities
• Research opportunities
• Cost-effective workplace nurseries in Crawley, Hove and Brighton
• Thriving BAME, Disability and Wellbeing, LGBT+ and Religion and Belief staff networks
• Level 3 accredited Disability Confident Leader, committed to creating inclusive workplaces
• Veteran Aware Trust, achieving accreditation from Veterans Covenant Healthcare Alliance (VCHA)
• Located in stunning Sussex, with easy access to the South Downs and the coast
• Access to a wide range of benefits and discounts for NHS staff

Job description
Job responsibilities
Communication and Working Relationships

Working with colleagues and liaising with other corporate services.

Understand the responsibilities of the senior managers and ability to work within procedures which are specific to this role.

Provide cover for colleagues during periods of sickness or leave as required.

Assist staff, patients, and public in a sensitive and caring manner during incidental or planned contacts.

Liaise with external organisations including regulatory bodies including the Care Quality Commission.

Key Responsibilities

Assist with the implementation of a cloud base digital health and Safety system (EVOTIX) throughout the Trust, providing support to Leads and Managers.

Help with the management of risks on InPhase.

Carry out word and data processing as required by department in a professional format including preparation of reports, minutes, presentations and specifications and drafting response as and when required.

Planning and ensuring arrangements are made for complex meetings/ awaydays/ training workshops/ panels of varying sizes and determine how these functions are to be organised, both internal and external. This includes booking appropriate venues if held off site, equipment, refreshments if required along with items specific for the requirements of that meeting.

Responsible for compiling and circulating agendas and papers, taking minutes as required within agreed timescales and Trust protocols.

Co-ordinate and assist in the preparation of reports for Trust groups/committees and other external meetings or agencies as required ensuring that all papers are proof-read before circulation and submitted in a timely manner.

Filing and organisation of papers and electronic data including database development and maintenance

Assist with diary management and training arrangements.

Raise orders against budget as required within the agreed limits and maintain electronic records of spend.

Assist in project work, collating data and information into appropriate formats to deadlines.

Main Tasks

Any other office or support activities, including (but not limited to):

Use of initiative and judgement as to which information it is appropriate to impart to others, either internally or from external organisations.

Implement secretarial and administrative policies and propose changes to working practices to effect improvement.

Check email accounts, mail and take appropriate action, using initiative to redirect documents/ correspondence to the appropriate team or Director/ Manager.

Undertake, without supervision the acknowledging and responding to certain written and verbal enquiries and bring forward and follow up as appropriate.

Planning and organisation of own time, making decisions on prioritisation of workload.

Ensure minutes and papers for meetings are available in a timely manner.

Maintain an efficient filing system, archiving and culling as appropriate to Trust policy.

Maintain an up-to-date contacts list/address book.

Deal with any complaints in an empathic manner, noting details, passing on information to the appropriate person/department ensuring follow up occurs in an agreed timeframe.

Assist other staff at all levels in the use and development of office equipment and the use of specific information technology applications to support their work and the development of their skill set.

Person Specification
Qualifications and/or Professional Registration
Essential

• HNC, NVQ in Business Administration or other high-level administrative/secretarial qualification or equivalent experience

Experience
Essential

• 3 years experience in an administrative role
• High degree of computer literacy and sound proven experience of using Word, Excel, Outlook and PowerPoint
• Meetings management
• Management of diaries
• General office management such as coordinating annual leave, travel claims, stationary

Desirable

• Previously worked as part of a team to implement a new system within an organisation.

Skills and Knowledge
Essential

• Excellent written and verbal skills and the ability to communicate at all levels, both internally and externally and with both Trust staff and, occasionally, members of the public
• Ability to work autonomously within defined procedures, seeking guidance from line manager as required - work is managed rather than supervised
• Planning and co-ordinating multiple and complex activities for self and others
• Ability to deal with complex, confidential and sensitive information in an appropriate manner
• Ability to work in an environment where there is an unpredictable work pattern and frequent interruption
• Computer literacy and knowledge of computer database software and spreadsheets
• Ability to contribute towards the development and implementation of systems, policies and procedures
• Ability to train others in own discipline including written and verbal guidance
• Report writing skills and the ability to respond to letters in an effective, concise manner
• Produce formal minutes to a high standard
• Excellent keyboard skills, including the use of Work and Excel

Desirable

• Ability to analyse quantitative and qualitative data in producing reports
• Excellent numeracy and literacy skills

Other requirements
Essential

• An understanding of the principles of equal opportunities in relation to staff and patients

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.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
Sussex Community NHS Foundation Trust
Address
Brighton General Hospital
Elm Grove
Brighton
BN2 3EW
Employer's website
https://www.sussexcommunity.nhs.uk/work-with-us/ (Opens in a new tab)