Job summary
- Main area
- Patient Safety
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Part time - 30 hours per week
- Job ref
- 318-26-T0043
- Employer
- Gloucestershire Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- Flat 44 Robinswood House
- Town
- Gloucester
- Salary
- £24,937 - £26,598 (pa, pro rata if part-time)
- Salary period
- Yearly
- Closing
- 04/02/2026 23:59
Employer heading
Patient Safety & Quality Administrator, Band 3
Band 3
At Gloucestershire Hospitals, our people are at the heart of everything we do. As the county’s largest employer, we are proud to provide high-quality acute, elective, and specialist services to more than 650,000 people across our county. Our care is delivered across Gloucestershire Royal, Cheltenham General and Stroud Maternity Hospital.
With over 9,000 employees representing more than 95 nationalities, bringing together a mix of cultures and experiences to the care that we deliver. Whether you’re beginning your NHS journey or looking to take the next step in your career, this is an exciting time to join us. We’re investing heavily in innovation, research, and transformation, with more than 100 active clinical studies and major developments underway across our hospitals.
We take pride in working as one team, driven by a shared ambition to grow, develop, and continually improve. Every contribution is valued and by combining our collective strengths, we support not only our diverse communities but one another. You can expect a warm, supportive culture and colleagues who are passionate about teamwork, professional development and delivering exceptional care. We offer structured development programmes, mentoring and leadership opportunities to help you progress in your career.
We are committed to fostering an inclusive environment where everyone feels they belong. By joining our Trust, you will benefit from a comprehensive package that includes flexible working opportunities, generous annual leave, the NHS pension scheme, competitive bank rates, local discounts, access to on-site nurseries, reduced public transport costs, reward and recognition schemes and a wide range of health and wellbeing initiatives.
Be part of Gloucestershire Hospitals, explore your future with us today.
Job overview
An exciting opportunity has arisen for an experienced administrator to join the Patient Safety and Quality team at Gloucestershire Hospitals NHS Foundation Trust. The role will provide essential administrative support to the corporate and divisional Patient Safety & Quality Teams and support the Datix System Manager with the administration of the Trust Risk Management Software (Datix).
The Trust is looking for a diligent, proactive, experienced administrator with excellent communication and organisational skills and a keen attention to detail.
Interview will involve a short admin task. No preparation required.
Main duties of the job
The role will provide essential administration support to the patient safety & quality team, including taking minutes, answering the phone, electronic filing, generating basic reports, data entry, responding to emails and some aspects of diary management. Previous experience of electronic databases or management systems and the ability to learn Trust specific software is essential, as the role also provides administrative support to the day-to-day management of the Trust wide risk management system, Datix.
Working for our organisation
The successful candidate will work with a small, professional team, based at Gloucestershire Royal Hospital.
We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another.
With a team of over 9,000 employees, we are proud to be the largest employer in Gloucestershire and rank among the top 10 largest Trusts in the South West region. By joining our Trust, you will benefit from an excellent package that includes exclusive benefits, flexible working opportunities and the chance to gain valuable experience in one of our innovative hospitals. As well as generous annual leave allowance, access to the excellent NHS pension scheme, competitive bank rates, discounts at local shops and restaurants, access to two on-site nurseries, discounted public transport, reward and recognition and a range of health and wellbeing initiatives to support you.
Detailed job description and main responsibilities
Job Purpose:
- To provide administrative support to the corporate and divisional Patient Safety & Quality Teams.
- To support the DATIX System Manager with the administration of the Trust Risk Management Software (DATIX).
Key Areas of Responsibility:
- Responding to routine enquiries from all grades of staff across the Trust as well as from representatives of external organisations
- Co-ordinating and supporting the provision of training in patient safety and risk processes, including maintaining a record of all training undertaken.
- Carrying out general administration duties including: taking minutes, answering the phone, electronic filing, generating basic reports, data entry, responding to emails and some aspects of diary management and meeting scheduling.
- Supporting the transfer of sensitive and sometimes contentious information arising from safety incidents while maintaining confidentiality and using discretion.
- Managing shared email inboxes and phone lines and directing queries appropriately.
- Maintaining up to date contact and distribution lists
- Carrying out basic quality assurance checks as instructed.
- Maintaining and updating data dashboards as required
- Basic use of Trak care and electronic patient record to provide support to the Patient Safety and Quality advisors in identifying admission and appointment history for patients involved in incidents
- Ability to remain focused during repetitive tasks
- Establishing effective and open administrative processes and filing systems that enables easy access to all material by post holder and team.
- To undertake any other duties compatible with grade in discussion with Line Manager
- Managing electronic storage provisions through the use of share drives and SharePoint sites
- Supporting the Patient Safety and Quality team tracking incidents and action plans
- Responding to enquiries and providing process related advice and guidance where able and escalating queries where required.
- Entering data and generating reports from databases and spreadsheets using defined search criteria
- Supporting the Datix System Manager in the administration of the Trust risk management software for incidents, risk registers, complaints, PALS, mortality and claims
- Carrying out DATIX system administration duties to include: approving contacts, creating and modifying user profiles and resetting passwords.
Contact Details
Raziya Panchbhaya (Patient Safety & Quality Coordinator)
0300 422 5755
Working hours Monday/Tuesday/Thursday/Friday.
Wednesday-non working day
Person specification
Qualifications/Experience/Knowledge and Skills
Essential criteria
- Educated to NVQ level 3 or equivalent
- Appropriate previous administrative experience including electronic databases or management systems
- Advanced keyboard and IT skills with advanced experience and competence in Microsoft Office packages to include Outlook, Word & Excel
- Able to use word processing skills to produce and format complex documents.
- Ability to deal with non-routine issues and solve problems
- Use PowerPoint to design, create and edit presentations
- Make effective use of file management on computer network drives
- Maintain up to date records in manual and electronic office systems, ensuring consistency, accuracy, attention to detail and enabling information to be located and retrieved.
- Able to collate and provide accurate information from a variety of sources
- Diligent with excellent attention to detail
- Ability to learn Trust specific software
- To accurately record and relay messages as appropriate using discretion in redirecting callers and giving advice.
- Excellent written communication, including the ability to produce formal documents such as guidance material and standard operating procedures
- Excellent verbal communication and interpersonal skills with the ability to communicate clearly and concisely
- Ability to prioritise and organise own work load with varying and unpredictable demands, working without supervision
- Excellent organisational and time management skills and ability to adhere to strict deadlines
- Proactive/ takes own initiative to seek out and implement quality improvements
- Able to follow instructions and work independently within a defined remit
- Team worker
- Reliable, Adaptable and Dependable
- Resilient under pressure
Desirable criteria
- NVQ 3 Business Administration or equivalent
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Raziya Panchbhaya
- Job title
- Patient Safety & Quality Coordinator
- Email address
- [email protected]
- Telephone number
- 0300 422 5755
- Additional information
Working hours Monday/Tuesday/Thursday/Friday.
Wednesday-non working day
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