Job overview
Join Our Team as the Safety and Learning Administrator
We are seeking an organised, motivated and proactive individual to join our Safety and Learning Team at the heart of the Trust’s patient safety and learning agenda. This is a pivotal role supporting a learning focused culture and contributing directly to the delivery of consistently excellent, compassionate care.
As a key member of the team, you will play an important part in coordinating patient safety processes, supporting the delivery of the Patient Safety Incident Response Framework (PSIRF), and helping to ensure that safety information and learning are shared clearly and effectively across the organisation.
This is a great opportunity to develop experience within patient safety, governance and quality improvement, working alongside a supportive, knowledgeable team committed to learning, improvement and making a meaningful difference to patient outcomes and staff experience. If you are enthusiastic, detail focused and passionate about helping improve the way we learn and keep patients safe, we would love you to join us.
Main duties of the job
In this role, you will provide comprehensive administrative and coordination support to the Safety and Learning Team, helping to deliver key elements of the Trust’s Safety Strategy and the Patient Safety Incident Response Framework (PSIRF). You will assist in coordinating patient safety processes, including managing national safety alerts, supporting the dissemination of learning, and maintaining accurate records and databases. You will help collate and triangulate learning from incidents, complaints, mortality reviews and patient feedback, and support the production of Learning Bulletins, safety summaries and other communications. The role also includes supporting meetings, preparing papers, managing actions, and ensuring timely, high‑quality communication of safety information across the Trust.
We are seeking an organised, proactive individual with strong administrative skills, excellent attention to detail and the ability to manage multiple priorities. You should have good written and verbal communication skills, confidence in using digital tools and producing clear documents, and the ability to work effectively with colleagues at all levels. Strong organisational skills, reliability, and a positive, team focused approach are essential. An interest in patient safety, quality improvement, and learning is highly desirable, along with the ability to handle sensitive information with professionalism and discretion.
Working for our organisation
This is an opportunity to support and strengthen the Trust’s safety and learning agenda in a role that has real visibility and impact. You will work closely with dedicated leaders and frontline teams, contributing to how learning is shared and acted on across the organisation. You will join a supportive team committed to continuous improvement, compassionate leadership and making a positive difference every day. This role offers the chance to influence meaningful change, improve staff experience and ultimately enhance patient outcomes, making it an ideal next step for someone who wants to develop their skills while contributing to safer, better care.
Detailed job description and main responsibilities
The post holder will provide comprehensive and high-quality administrative and coordination support to the Safety and Learning Team in the delivery of key aspects of the Trust’s Safety Strategy and Patient Safety Incident Response Framework. They will also undertake delegated duties in support of the wider Safety and Learning team and Governance functions.
Working under the direction of the Investigation, Safety and Learning Manager and the Head of Investigation and Learning, the post holder will assist in coordinating patient safety processes, including safety alerts, and the dissemination of learning. They will play a key role in collating and triangulating learning, formatting and publishing Learning Bulletins, coordinating safety alerts, maintaining records, supporting meetings, and ensuring timely and accurate communication of safety-related information across the Trust.
The Safety and Learning Administrator plays a key role in supporting the delivery of safe, high-quality care across the Trust. By providing robust administrative support and facilitating effective communication, the postholder contributes to a culture of continuous learning and patient safety improvement.
Person specification
Qualifications and Education
Essential criteria
1. GCSEs (or equivalent) including Maths and English
2. NVQ Level 2 or 3 in Business Administration or equivalent experience
3. Intermediate-level qualification/training in Microsoft Office Suite or ECDL
Desirable criteria
4. Training in Datix or similar incident management systems
Knowledge & Experience
Essential criteria
5. Previous administration experience in a busy office environment
6. Experience of working under pressure and to tight deadlines
7. Experience of handling confidential information and maintaining accurate records
8. Experience of supporting meetings, including minute-taking and agenda preparation
9. Experience of using Microsoft Office applications and creative tools e.g. Canva
Desirable criteria
10. Experience of using information systems (e.g., DATIX Risk Management Software)
11. Previous experience of working in the NHS
12. Experience supporting governance or quality teams
13. Understanding of governance arrangements (e.g., corporate, clinical and information governance) and risk
14. Experience supporting project coordination or basic financial administration.