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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:

- Ensuring that a consistent level of admin support is provided to the Patient Safety & Quality team.

- 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.

- Requesting and tracking patient notes as requested by the team.

- 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.

- Arranging a variety of meetings, workshops and presentations

- Supporting the transfer of sensitive and sometimes contentious information arising from safety incidents while maintaining confidentiality and using discretion.

- Attending regular team meetings.

- Managing shared email inboxes and phone lines and directing queries appropriately.

- Providing administration support cover for the Patient Safety & Quality Managers and DATIX systems Manager when absent, escalating any complex queries.

- Monitoring and inputting incidents reported through the hotline.

- 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

 -Prolonged use of computers for majority of working day

- Prolonged and frequent periods of concentration

- 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.

- Requesting goods as required and requested directly by Line Manager using P2P systems

- 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.

- Supporting the DATIX System Manager with the production of training materials/presentations to support training in the Trust risk management software