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Detailed job description and main responsibilities

Risk and Governance

• To provide essential administrative support for the risk and governance process in relation to arranging meetings, agenda’s, recording minutes and action plan creation and development.
• Review all STAE adverse incidents submitted via the incident reporting system ensuring either they are graded according to severity and then closed or preliminary investigations initiated.
• Maintaining an accurate filing, archiving system of all investigation paperwork, and supporting information.
• Liaising with relevant clinicians and managers for progress against action plans following incident panel meetings, updating and monitoring and reporting systems.
• Facilitate the weekly incident review meeting (IRM), ensuring the availability of clinical notes and any other relevant documentation prior to the meeting.
• Ensure a detailed action tracker of the cases presented at IRM is kept and any resulting follow-up actions are undertaken and appropriately recorded.
• Co-ordinate adverse incident investigation upon notification by the service lead. Meet with staff involved or request statements as appropriate to ensure a thorough investigation process is completed and records are maintained within the incident reporting system.
• For adverse incidents with moderate harm or above in addition to the above arrange a rapid response meeting with all key staff members involved to agree a lead investigator and information required for the investigation.
• Ensure all required clinical information is available to the designated lead investigator.
• Assist with providing information as requested to clinical teams.
• Assist when requested with a root cause analysis ensuring all templates are available to enable a robust investigation to be completed which informs appropriate recommendations and actions.
• Support managers and clinical staff in investigations and monitor progress against action plans.
• Support the Care Group triumvirate and the Clinical Governance Leads in ensuring governance across the care group is robust, effective and appropriately monitored.
• To liaise with the audit leads regarding work streams and action plans.
• Format, edit, proof reading and ensure all guidance is reflective of the house style before publication to the Clinical Guidelines System.
• Ensure that new initiatives and governance performance trends are communicated fully throughout the division.
• To support the team with the management of projects, taking appropriate action and gathering information as required.
• Participate in the organisation of training and induction sessions where required.

Communication and relationships

• To maintain a high level of professional conduct when dealing with service users, Trust staff, patients, relatives and members of the public.
• Build and maintain good relationships with clinical and non-clinical staff across the Trust.
• To liaise directly with administrative and clinical staff, as appropriate, in regards to resolving concerns / responding to enquiries.
• Ensure all communication which may be complex, contentious or sensitive, is undertaken in a responsive and inclusive manner, focussing on improvement and ways to move forward.
• Communicate complex, distressing and sensitive information in an appropriate manner in writing, in person and by telephone.
• Sensitively manage expectations of service users to help achieve successful resolution of concerns.
• Be able to communicate effectively in highly emotive situations.
• To be an active listener with the ability to communicate on complex maters, issues, concerns and to be fair and consistent.
• Ensure and demonstrate effective written communication.
• Establish robust working relationships with the Patient Safety Team and work closely with these areas to ensure that all Serous Incidents are investigated thoroughly and within the Trust timeframes.
• Establish regular meetings with Patient Safety Team to discuss and review any outstanding areas of concern and agree actions where appropriate.
• Develop a good understanding of the functions and service provided by the STAE Care Group of Directorates.
• Have an understanding of the wider functions and services provided by an acute Trust
• Have an understanding of the Care Quality Commissions regulations and outcomes.
• Have a demonstrable working knowledge of the Trust’s computer systems to ensure that data is captured appropriately and analysed effectively for monthly reporting.
• To have an understanding and ability to work with inPhase in relation to Incidents, Claims, Quality Alerts and Risk.