Quality & Governance Team Operation Ensure that all public and professional enquiries are dealt with in an efficient, polite, and confidential manner and/or passed onto the relevant colleague for action. To prioritise and take responsibility for own work load and recognise and support colleagues who need training, guidance and assistance. Co-ordinate and monitor annual leave and absence management processes, statutory and mandatory training attendance and other HR policies. Securely maintain the personnel records of the Quality & Governance team in accordance with the confidentiality policy, data protection act and management of personnel files policy.
Maintain emergency contact details for the purpose of emergency planning and safe working practices of peripatetic co-owners. To participate in the initial stages of performance management, grievance and discipline procedures, when appropriate. Participate in the investigation of any internal or external complaints relating to the Quality & Governance team in line with the CSH Surrey complaints policy and lead on any administrative complaints or queries. Estates, Procurement and Business Continuity Purchase, manage and monitor appropriate level of stationary and office supplies within the budget allocated and ensure that stocks are stored securely.
Be aware of the emergency planning and business continuity policies and plans, and comply with the prescribed actions detailed within in the event of an emergency/significant event. Support to the Quality & Governance Team Provide, investigate and analyse complex statistical and audit information as requested by Quality & Governance team members. To act as IT Champion to the Quality & Governance team to promote the development of IT based processes and extend the use of IT systems to create efficiencies. Undertake complex/confidential tasks to be delivered including liaising with multiple professionals in the planning and co-ordination of quality improvements projects, carrying out regular audits & analysis of the information, development of complex reports, documents, graphs, data collection/spreadsheets.
Lead the development and implementation of a standardised process for filing reports and data maintenance ensuring data is stored appropriately and electronically where possible, to comply with the information governance policy. Lead the maintenance and development of the Quality & Governance pages of the intranet & website. Administer the full process for safety alerts and Central Alerting System (CAS) website, including logging, assessment, distribution, collating responses, and action completion confirmations and closing the alerts in Datix and on the CAS website. Lead the CSH Surrey Policy review process by leading the updating of the CSH Surrey Datix policy database, formatting and updating policies and operating a review process for all policies.
Maintain log of notifications to the Care Quality Commission CQC. Maintain a knowledge base of all services and activities delivered by the Quality & Governance team. Provide cover for administration tasks for Patient Experience Team and the administration of Subject Access Requests. Have a detailed knowledge of a specific range of services across CSH Surrey.
Manage an efficient and effective administrative and secretarial service to the members of the Quality & Governance team, acting as a specialist administrative resource in the co-ordination and delivery of often complex procedures and reporting. To manage the often complex and conflicting queries in the Quality & Governance email inboxes ensuring messages are responded to in the first place, or passed onto the relevant team member. Arrange meetings on behalf of Quality & Governance team members. To coordinate Quality & Governance group/committee meetings including: compiling agendas, coordinating reports and attending, as required, for completion of minutes.
This may include: Quality and Clinical Governance Group Infection Prevention and Control Group Serious Incident Review Group Clinical Practice Forums To deputise for the Quality Improvement Manager in their absence. Financial Responsibilities To manage any petty cash allocation for the Quality & Governance team. To purchase supplies and equipment required for the effective running of the service within the budget allocated. To monitor stock levels and ensure sufficient supplies are available for the effective running of the service.
Ensure that invoices for goods and services received are processed for payment from the correct cost centre expediently to enable payment to be made within terms and conditions agreed with each supplier. Communication / emotional effort Work to CSH Surrey mission, vision and values. Receive and communicate distressing, emotional, complex or sensitive information both internally and externally in line with the information governance policy. This will mainly arise from the frequent handling of incidents, serious incidents and safeguarding issues.
Personal Development Identify and take responsibility for own learning requirements in relation to the provision of an efficient service. Maintain and continually advance own knowledge of and skills in using software packages and system and process improvement methodologies. Keep up to date with relevant developments in administrative systems and processes and clinical services. Attend statutory and mandatory training to maintain compliance.
Participate in the performance development review process. Foster a learning culture by ensuring that lessons are learnt from mistakes and near misses. To maintain an up-to-date knowledge of risk management and of the Datix system and to continuously develop professional knowledge and competence

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