Job overview
We are looking for a proactive and enthusiastic Administrator to join the Learning from Deaths team, this will be primarily based at the Royal Sussex County hospital with occasional travel to Worthing hospital.
The successful candidate will be an experienced administrator with excellent communication and organisational skills and ability to work autonomously and to a high degree of accuracy under pressure.
Please note: This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post. Applicants will therefore need to already have the right to work in the UK to be considered. We include this information at the outset to provide clarity and avoid unnecessary inconvenience for applicants.
If you are applying using a Graduate visa as your right to work, you must have a minimum of 18 months remaining on your visa at time of application.
Prior to submission of your application for any internal secondment or fixed term post, please ensure that you have discussed this with your line manager to obtain their approval. If you do not have written approval from your current line manager to take this position if successful as an internal secondment opportunity, it would be offered as a fixed term position.
Main duties of the job
The role is to provide a high standard of administrative support and ensuring a professional, efficient, and confidential service at all times for the Learning from Deaths portfolio. The post-holder will also play a key role in some important aspects of the department’s communications, activities and support selected projects.
To be responsible for supporting the Mortality and Learning from Deaths Team across the whole portfolio. Ensuring that information and/or assistance is provided to relevant staff as required, working closely with staff at all levels to support and promote real and lasting improvements in patient care.
To carry out day-to-day operation of the administration for the Mortality and Learning from Deaths portfolio and provide effective and efficient administrative support for the staff working in the service.
Working for our organisation
At UHSussex, diversity is our strength, and we want you to feel included to help us always deliver Excellent Care Everywhere, as shown in our Outstanding for Caring CQC rating. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of staff networks to help break down barriers, and can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 3) and a Veteran Aware Trust.
Candidate Pack
Detailed job description and main responsibilities
1. Ensuring that information and/or assistance is provided to relevant team members across the Mortality and Learning from Deaths portfolio e.g. SJR process, Mortality processes, Learning from Death QI projects, and other areas as required, working closely with staff at all levels to support and promote real and lasting improvements in patient care.
2. To support mechanisms for implementing the presentation of valid, robust data which will support and inform the clinical decision-making processes.
3. To assist in the assessment, production and dissemination of information supporting developments in line with Trust Clinical Governance arrangements.
4. To carry out day-to-day operation of the administration for the Mortality and Learning from Deaths Portfolio and provide effective and efficient administrative support for the staff working in the service.
5. To maintain the resources of the Mortality and Learning from Deaths Portfolio, this may include an internal library and files.
6. To support the administration of relevant software(s) used within Clinical Outcomes & Effectiveness.
7. Collates data for audits and mortality outlier “deep dives” and summarise findings appropriately for reports.
8. Prepares data reports for oversight groups e.g. End of Life Care & Mortality Board, Quality Assurance Group, Quality Board and Quality and Risk Committee on behalf of Learning from Deaths Lead.
9. Extracts data as needed from designated data sources for Mortality and Learning from Deaths, being carried out by a clinical directorate or service or for organisation-wide or high-profile clinical audits in the organisation.
10. Contributes to collation and analysis of data for designated Mortality and Learning from Deaths / CQC compliance.
11. Contributes to assessing risks to systems, processes and the work environment relating to the Mortality and Learning from Deaths workstream.
12. Contributes to identifying risks in the workplace and reporting of incidents, near misses and hazards.
13. Proposes changes to work practices and policies, in terms of the implementation of new or existing software.
14. Contributes as a team member to supporting other Clinical Outcomes & Effectiveness staff employed in the organisation to carry out the organisation’s Mortality and Learning from Deaths strategies.
15. Contributes to the development and documentation of systems and processes used by the staff working in the Clinical Outcomes & Effectiveness Service.
16. Assists in the development and management of project plans. Assists in communicating, developing, and implementing project plans for the purpose of Mortality and Learning from Deaths.
17. Maintains and updates, as needed, policy and procedure manuals, publications, reports, and other documents used by the Clinical Outcomes & Effectiveness service in relation to Mortality and Learning from Deaths.
18. Responds courteously and promptly to telephone, email or intranet enquirers to the Mortality and Learning from Deaths Service and keeps accurate records of communications.
19. Follows up as needed, to ensure that enquiries have been fully responded to and enquirers are satisfied with their interaction with the Mortality and Learning from Deaths Service.
20. Disseminates correspondence, reports and other documents related to clinical effectiveness as needed, contacts clinical, managerial and technical staff as needed to arrange meetings or participation in other events.
21. Handles incoming and outgoing mail for Mortality and Learning from Deaths Service.
22. Provides administrative support for meetings of the Mortality and Learning from Deaths staff and for meetings of committees or groups related to Mortality and Learning from Deaths, arranging venues and hospitality as needed.
23. Provides administrative support for weekly SJR Screening Panel and carry out actions, as directed by Panel members.
24. Explains the organisation’s policies on confidentiality, the protection and use of personal information, the use and disclosure of information, the use of computer equipment and IT-generated information in relation to Mortality and Learning from Deaths information to staff working in the organisation as needed.
25. Serves as a role model for maintaining confidentiality and adhering to the requirements of information governance and data protection, whether patient care-related or organisation information.
26. Maintains and updates electronic and any other notice boards related to the Mortality and Learning from Deaths service. Design and update Staff net on a regular basis.
27. Establishes and maintains efficient office processes that are based on electronic systems and records, including diary management, consumable supplies provision, staff leave scheduling and sickness records.
28. Prepare documents for dissemination in the organisation, consideration at meetings or distribution at induction or training events related to clinical audit, including emailing, photocopying, or scanning as needed.
29. Supports the preparation of Mortality and Learning from Deaths reports and presentations as needed.
30. Takes and prepares agenda, minutes at meetings as needed.
31. Maintains distribution lists for Mortality and Learning from Deaths meetings.
Person specification
Experience/Qualification
Essential criteria
32. Evidence of a good general education. Demonstrates basic numerical and English comprehension skills.
33. NVQ level 4 or equivalent level of experience GCSE or equivalent in English and Math.
34. Keyboard skills to RSA Level 3 or equivalent.
35. Minimum two years experience in administrative role.
36. Experience of working within a team.
Desirable criteria
37. Recognised IT qualification e.g. ECDL or equivalent
38. Experience of working in a hospital environment/ NHS systems and processes.
39. Knowledge of the role of Learning from Death in improving the quality of care and clinical governance.
40. Knowledge of information governance and data protection requirements and best practices.
41. Previous experience of working with data to produce reports.
Skills
Essential criteria
42. Excellent communication skills verbal and written.
43. Experience of dealing with difficult conversations and contentious information
44. Demonstrable interpersonal skills
45. Excellent organisational skills to manage own workload and assist team to operate service.
46. Ability to take notes and transcribe minutes to a high standard, ensuring accuracy and minimal amendments.
47. Accurate keyboard / word-processing skills.
48. Use of standard software packages, e.g. Word, Excel, Access, PowerPoint, internet access, email.
Desirable criteria
49. Proficient in developing productive working relationships with a wide range of professional and managerial staff in an organisation.
50. Experience in requisitioning using an e-system such as I-procurement system
Specific Requirements
Essential criteria
51. Ability to travel between sites as necessary.
52. Ability to work during normal core/peak office working hours.
People Management and Development
Essential criteria
53. Ability to support team members.
Freedom to Act
Essential criteria
54. Manage enquiries and implement procedures guided by standard operating practices.
55. Support from within the team to reference and provide guidance.
Equality, Diversity & Inclusion
Essential criteria
56. Evidence of having championed diversity in previous roles (as appropriate to role.)
57. Evidence of having undertaken own development to improve understanding of equalities issues
Employer certification / accreditation badges
Documents to download
58. Job Description and Person Specification (PDF, 456.4KB)
59. All Staff Networks About Us Flyer (PDF, 304.4KB)
60. Guide to completing an application form (PDF, 385.9KB)
Apply online now
Further details / informal visits contact
NameSana QuadriJob titleLearning from Deaths Improvement ManagerEmail addresssana.quadri@nhs.netTelephone number07900392247Additional information
In my absence please contact Caroline Wiggs on 07415381680.