Job overview
To provide an efficient, effective, confidential and comprehensive personal administrative support and co-ordination for the Divisional Patient Safety and Governance team. The postholder will be required to proactively forward plan, manage office systems with the ability to communicate effectively at all levels. To provide an efficient, effective, confidential, and comprehensive support to the patient safety and governance team.
Main duties of the job
1. To actively work with divisional patient safety and governance lead and Health and safety lead within F&CSS and the leads for governance within the clinical business units. To support the monitoring and progress action plans and service improvement projects relating to all sources of information, for example, FOI requests, patient complaints and concerns, incidents, litigation cases, level 2/3 document controls, audits, research, training compliance and other areas relevant to governance.
2. To access InPhase (quality management system), coding incidents for further review, investigate incidents as appropriate, supporting staff with closure, attach documents and review audit compliance.
3. To co-ordinate as appropriate, working with others, responses from clinical business units for all external reviews e.g. Care Quality Commission, compiling reports, monitoring action plans and ensuring centralised recording of all findings.
4. To provide people within the divisional support with patient safety and governance related reporting, issues and enquiries.
5. To provide secretarial support/minute taking for the divisional patient safety and governance team and health and safety team when necessary.
6. Manage the divisional actions related to Risks, level 2/3 investigations, meetings, incidents through InPhase.
Working for our organisation
Our vision is to provide outstanding care for every patient. Patient care is at the heart of what we do at our three sites: Basingstoke and North Hampshire Hospital, Royal Hampshire County Hospital in Winchester and Andover War Memorial Hospital. Hampshire Hospitals NHS Foundation Trust provides medical and surgical services to a population of approximately 600,000 people across Hampshire and parts of West Berkshire.
Our cultural ambition is to have a culture that places people at the heart of all we do, where we all belong, and where learning, improvement and excellence thrive.
We provide specialist services to people across the UK and internationally. We are one of only two centres in the UK treating pseudomyxoma peritonei (a rare form of abdominal cancer) and we are leaders in the field of tertiary liver cancer and colorectal cancer.
The trust employs more than 9,000 staff and has a turnover of over £500 million a year. As a Foundation Trust, we are directly accountable to our members through the governors. The Council of Governors represent the interests of their constituencies and influence the future plans of the Foundation Trust.
Tackling Climate Change: Hampshire Hospitals aims to embed sustainability and net zero carbon principles into the delivery of care across all its services. To find out more, search or .
Detailed job description and main responsibilities
1. To communicate effectively with patients and their families in a timely manner in line with trust values.
2. Be available to be included in PALS or complaints discussions where the service user needs a scriber in the discussion with the relevant clinical team, or where the member of staff needs an independent person to be present.
3. Deal with PALS and complaints sensitively providing an independent point of contact for complainants as required, some of whom may be distressed or angry.
4. Do a daily check on the status of PALS and complaints issues for the Division and follow-up to ensure that all PALS items and complaints are responded to pro-actively and promptly and at the very latest within the appropriate timescales.
5. To have well developed interpersonal skills to overcome barriers of acceptance in relation to providing and receiving sensitive information.
6. To communicate, provide and receive complex and sensitive information to and from staff and patients and their relatives, in both written and verbal communications, at times in highly charged situations.
7. To facilitate the answers to complex and sensitive information requests, presented in a format that is empathetic, reassuring and professional and allows for understanding where there may be barriers.
8. In addition to being a member of the Divisional staff, this role requires a close working relationship with other Divisional Governance teams and the wider members of the Divisional Leadership Team (DLT).
9. This role may be required to provide absence cover for colleagues within the divisional patient safety, Health and Safety and administration team.
10. To complete any other duties that are appropriate to the band and remit of the post as directed.
11. To contribute to own personal, professional development.
12. Able to work under own initiative, this role requires identification of own work goals and targets and the delivery of these within timescale.
13. Taking and drafting meeting minutes for Governance and safety meetings and committees.
Person specification
Training and Qualitifications
Essential criteria
14. •Good written and verbal communication.
15. •Able to work without direct supervision.
16. •Experience of working in an office environment
Desirable criteria
17. •Knowledge of the InPhase quality management system
Experience
Essential criteria
18. •Experience of minuting meetings at all levels
19. •Exceptional organisational and administrative skills
20. •Excellent working knowledge and understanding of Microsoft office packages Outlook/Word/PowerPoint/Excel
Desirable criteria
21. •Administrative experience at senior level
22. •Familiarisation with databases
Knowledge
Essential criteria
23. •Excellent written and verbal communication skills
24. •Ability to prioritise own workload or delegate appropriately in order to meet tight deadlines
Desirable criteria
25. NHS experience