Job overview
The post holder will provide essential administrative support to the Incident and Policy Team. This includes quality checking incident reports submitted via the Trust’s incident reporting system, ensuring data accuracy in line with national guidelines, and supporting the team in maintaining timely and effective incident management processes. The role is vital in helping the Trust meet its patient safety and governance obligations.
Main duties of the job
We’re looking for a proactive and detail-oriented team member to support our Incident and Policy team. You’ll help manage shared inboxes, review incident reports, liaise with colleagues to gather information, and escalate concerns when needed. You’ll also support meetings and training sessions, maintain trackers, and respond to queries about the incident management process.
What You’ll Bring
* Experience in an administrative role, ideally within healthcare or the NHS
* Familiarity with incident reporting systems like Datix or Ulysses
* Strong attention to detail and excellent organisational skills
* Confidence using Microsoft Office (Word, Excel, Outlook)
* Clear communication skills—both written and verbal
* Ability to handle sensitive information professionally
* A proactive approach to managing tasks and meeting deadlines
* Basic data analysis skills and the ability to summarise findings
* A flexible, reliable attitude and a genuine interest in patient safety and quality improvement
Working for our organisation
The Incidents and Policy Team area friendly, supportive team who enjoy working together. We’re proud of the high standards we set and our consistent performance, but we are an open team where all ideas for change and improvement are welcomed, listened to and acted upon. Flexibility is part of how we work, and we really care about each other’s wellbeing. The teams values itself on collaboration, open-mindededness, and values people as much as performance.
The team works in hybrid approach, with a mixture of home working and office based, to suit individual and organisational needs.
Detailed job description and main responsibilities
* To undertake administrative duties to support the Incident and Policy management systems and the Incidents and Policy team i.e. Management of shared email inboxes and distribution of emails to the relevant team members.
* Review incident reports for accuracy, completeness, use of personal identifiable information, and appropriate categorisation in line with the Learn From Patients Safety Events (LFPSE) Data Quality Guidance, and LFPSE Policy Guidance on Reporting Patient Safety Events and Level of Harm.
* Liaise with colleagues to clarify or request additional information where necessary.
* Escalate incidents of concern to the appropriate team member or manager.
* Maintain and update trackers in the Trusts incident reporting system to ensure incidents with outstanding queries are followed up for closure.
* Support the scheduling and distribution of meeting papers for which the team are responsible for, i.e. sending calendar invites, gathering documents, distributing documents.
* Support the Incident and Policy Officers with the scheduling of training, booking of rooms and updating attendance registers.
* Respond to queries from colleagues regarding the incident management process.
* Communicate effectively with clinical and non-clinical teams to support the closure of incident reports.
* Use the Trusts incident reporting system to input, update and extract data.
* To undertake any other duties as may be appropriate as requested by either the Incidents and Policy Co-Ordinator or Incidents and Policy Manager.
Person specification
Qualifications
Essential criteria
* GCSE grade 4/C or above in English and Maths
Experience
Essential criteria
* Experience of working in an administrative role
Desirable criteria
* Experience in a healthcare or NHS setting
* Experience of incident reporting systems (i.e Datix, Ulysees)
Knowledge and Skills
Essential criteria
* Good attention to detail
* Strong organisational skills
* Ability to prioritise workload
* Proficient in the use of Microsoft Office mainly Word, Excel and Outlook
* Able to communicate clearly both verbally and written
* Ability to deal with sensitive information professionally
* Ability to work to deadlines
Desirable criteria
* Ability to analyse basic data and produce summaries
* Experience liaising with multidisciplinary teams
Personal Attributes
Essential criteria
* Reliable, flexible team player, able to work independently
Desirable criteria
* Interest in patient safety and quality improvement