To be a first point of contact for the team, in the absence of team members, eg. telephone calls, greeting visitors. Provide a full range of administrative tasks, eg. IT skills, including basic keyboard skills, excel spreadsheets, word processing, e-mails, external secure portals, photocopying, and preparing papers for meetings.
Retrieval of information using various Trust data systems, such as Patient Centre, Evolve, Electronic Patient Medication Administration (EPMA), Patientrack and SECTRA. General office tasks including filing, management of records, and team equipment trackers, (electronic and paper documents). To assist the team in adhering to the central recording of information both electronically and on the shared drive. Telephone duties, message taking, sign-posting callers to other team members, ensuring the phones are answered in a timely and professional manner and messages are clearly written with details of the nature of the enquiry.
Liaise with external service/maintenance providers for equipment within the Department. Responsible for organising and prioritising own workload. To work as part of a team and to carry out tasks set by the Personal Assistant (PA) to the Deputy Director of Quality Governance/Head of Quality Governance and the Case Officers for Litigation and Inquests. To assist the PA to Deputy Director of Quality Governance & Head of Quality Governance under supervision within set timeframes, including: Sourcing and booking meeting / training rooms Liaise, when necessary, with the Training Department for training sessions provided by the team.
Raising requisitions and purchase orders via the Trust Unit 4 system. Logging Estate requests electronically and following up by telephone. Logging IT jobs for the team when issues affect the whole team, alongside own requests to support resolving any issues. Printing out meeting papers / documents.
Updating meeting attendee records. Updating team equipment trackers. Liaise with the domestic services team, confidential waste team, external providers for maintenance jobs, eg. photocopier.
Collating stationery requirements for the team. Ensuring central team information is up to date. Cascading communications within the team relating to team matters. To assist in the administrative management of Inquests under the supervision of the Inquest Case Officer within set timeframes, including: Prompt, accurate and detailed opening of appropriate Datix records for each inquest received from His Majestys Coroner (HMC).
Booking of inquests onto the inquest calendar. Locating relevant patient notes, progressing for priority scanning to Evolve when necessary to ensure compliance with HMC timescales. Prompt requesting of 1st statement or specific statements as directed by HMC to ensure compliance to HMC timescales. Printing relevant patient notes and compilation of inquest files for internal triage.
Scanning notes for HMC, solicitors and witnesses as required. Saving and recording of statements received to Datix. Checking internal post for statements and saving and recording as above. Sending witness warning letters to witnesses promptly on receipt from HMC.
Booking taxis for witnesses when required. Ensuring notes are ready, complete and presentable for witnesses attending court. Requesting inquest verdicts weekly, and updating the inquest spreadsheet. Updating and closing Datix records and disposing of closed files in confidential waste.
Monitoring of the inquest email drive in the absence of the Inquest Case Office and escalating urgent matters appropriately. Updating Datix progress notes with any communication, actions taken or any other information relating to an inquest. To assist in the administrative management of claims (litigation), under the supervision of the Litigation & Subject Access Team Lead within set timeframes, including: Prompt, accurate and detailed opening of claims on Datix received from external Solicitors. Reporting claims on the NHSR Case Hub under the supervision of the Litigation Case Officer.
Prompt acknowledgement of a claim to the Claimants Solicitors. Updating Datix records with any communication, actions taken or other information relating to a claim. Identifying Divisions and clinical staff who are involved in a claim and informing them of the claim under the supervision of the Litigation Case Officer. Monitoring of the Litigation email drive and keeping the Litigation Case Officer updated at all times.
In the absence of the Litigation Case Officer, escalating urgent matters appropriately to the Deputy Director of Quality Governance. Preparation and administration of a claim file for the Litigation Case Officer. Administration of the closure of claims and responsibility of the closure on the Claim tracker and Datix record for each Division. Informing the appropriate clinician(s) of the outcome when a claim is closed.
Assisting the Litigation Case Officer in the archiving of all closed claims as per notification from NHS Resolution. Under the supervision of the Litigation Case Officer, prompt preparation of any external instructions received from Solicitors that require approval from senior management in the Litigation department. Inputting of potential claims on the Datix system received via the Subject Access Request Team. Communications Support with telephone and general enquiries, responsible for ensuring appropriate messages are relayed or action is taken.
Liaise closely with other Departments as required. Ensure communication is shared with the intended recipient in a timely manner. Responsibility for Patient Care Greeting visitors to the Department and ensuring queries are managed by the responsible person. Planning and organising Attention to detail Must be organised and able to prioritise tasks Able to switch focus and re-prioritise depending on circumstances Responsibilities for Physical and / or Financial Resources Careful use of office equipment Co-ordinate items of office supplies Responsibilities for data and information resources Adherence to processes Physical Skills and Effort Substantial part of the working day is sitting at a VDU Collection and return of Health records