Patient Safety & Quality Administrator, Band 3

at  Gloucestershire Hospitals NHS Foundation Trust

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: - Ensuring that a consistent level of admin support is provided to the Patient Safety & Quality team. - 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.

• Requesting and tracking patient notes as requested by the team. - 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. - Attending regular team meetings.
• 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. - Monitoring and inputting incidents reported through the hotline. - 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 -Prolonged use of computers for majority of working day - Prolonged and frequent periods of concentration - 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. - Requesting goods as required and requested directly by Line Manager using P2P systems - 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

• Requesting and tracking patient notes as requested by the team. - 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. - Attending regular team meetings.
• 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. - Monitoring and inputting incidents reported through the hotline. - 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 -Prolonged use of computers for majority of working day - Prolonged and frequent periods of concentration - 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. - Requesting goods as required and requested directly by Line Manager using P2P systems - 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 softwar