Detailed job description and main responsibilities

·      To be a first point of contact for the team, in the absence of team members, eg. telephone calls, greeting visitors.

·   Provide a full range of administrative tasks, eg. IT skills, including basic keyboard skills, excel spreadsheets, word processing, e-mails, external secure portals, photocopying, and preparing papers for meetings.

·      Retrieval of information using various Trust data systems, such as Patient Centre, Evolve, Electronic Patient Medication Administration (EPMA), Patientrack and SECTRA.

·    General office tasks including filing, management of records, and team equipment trackers, (electronic and paper documents).

·       To assist the team in adhering to the central recording of information both electronically and on the shared drive.

·  Telephone duties, message taking, sign-posting callers to other team members, ensuring the phones are answered in a timely and professional manner and messages are clearly written with details of the nature of the enquiry.

·     Liaise with external service/maintenance providers for equipment within the Department.

·        Responsible for organising and prioritising own workload.

·   To work as part of a team and to carry out tasks set by the Personal Assistant (PA) to the Deputy Director of Quality Governance/Head of Quality Governance and the Case Officers for Litigation and Inquests.

·      Sourcing and booking meeting / training rooms

·  Liaise, when necessary, with the Training Department for training sessions provided by the team.

·    Raising requisitions and purchase orders via the Trust Unit 4 system.

·   Logging Estate requests electronically and following up by telephone.

· Logging IT jobs for the team when issues affect the whole team, alongside own requests to support resolving any issues.

·   Printing out meeting papers / documents.

·   Updating meeting attendee records.

·   Updating team equipment trackers.

· Liaise with the domestic services team, confidential waste team, external providers for maintenance jobs, eg. photocopier.

·    Collating stationery requirements for the team.

·    Ensuring central team information is up to date.

·    Cascading communications within the team relating to team matters.

· Prompt, accurate and detailed opening of appropriate Datix records for each inquest received from His Majesty’s Coroner (HMC).

·  Booking of inquests onto the inquest calendar.

· Locating relevant patient notes, progressing for priority scanning to Evolve when necessary to ensure compliance with HMC timescales.

·  Prompt requesting of 1^st statement or specific statements as directed by HMC to ensure compliance to HMC timescales.

· Printing relevant patient notes and compilation of inquest files for internal triage.

·   Scanning notes for HMC, solicitors and witnesses as required.

·  Saving and recording of statements received to Datix.

· Checking internal post for statements and saving and recording as above.

·  Sending witness warning letters to witnesses promptly on receipt from HMC.

·   Booking taxis for witnesses when required.

· Ensuring notes are ready, complete and presentable for witnesses attending court.

· Requesting inquest verdicts weekly, and updating the inquest spreadsheet.

· Updating and closing Datix records and disposing of closed files in confidential waste.

· Monitoring of the inquest email drive in the absence of the Inquest Case Office and escalating urgent matters appropriately.

·  Updating Datix progress notes with any communication, actions taken or any other information relating to an inquest.

· Prompt, accurate and detailed opening of claims on Datix received from external Solicitors.

· Reporting claims on the NHSR Case Hub under the supervision of the Litigation Case Officer.

· Prompt acknowledgement of a claim to the Claimants’ Solicitors.

· Updating Datix records with any communication, actions taken or other information relating to a claim.

·    Identifying Divisions and clinical staff who are involved in a claim and informing them of the claim under the supervision of the Litigation Case Officer.

· Monitoring of the Litigation email drive and keeping the Litigation Case Officer updated at all times.

· In the absence of the Litigation Case Officer, escalating urgent matters appropriately to the Deputy Director of Quality Governance.

·  Preparation and administration of a claim file for the Litigation Case Officer.

· Administration of the closure of claims and responsibility of the closure on the Claim tracker and Datix record for each Division.

·  Informing the appropriate clinician(s) of the outcome when a claim is closed.

· Assisting the Litigation Case Officer in the archiving of all closed claims as per notification from NHS Resolution.

· Under the supervision of the Litigation Case Officer, prompt preparation of any external instructions received from Solicitors that require approval from senior management in the Litigation department.

· Inputting of potential claims on the Datix system received via the Subject Access Request Team.

Communications

·   Support with telephone and general enquiries, responsible for ensuring appropriate messages are relayed or action is taken.

·         Liaise closely with other Departments as required.

·    Ensure communication is shared with the intended recipient in a timely manner. 

Responsibility for Patient Care

·     Greeting visitors to the Department and ensuring queries are managed by the responsible person.

Planning and organising

·         Attention to detail

·         Must be organised and able to prioritise tasks

·         Able to switch focus and re-prioritise depending on circumstances

Responsibilities for Physical and / or Financial Resources

·         Careful use of office equipment

·         Co-ordinate items of office supplies

Responsibilities for data and information resources

·           Adherence to processes

Physical Skills and Effort

·           Substantial part of the working day is sitting at a VDU

·           Collection and return of Health records