Governance Administrator

Job overview

We are seeking a highly motivated and dedicated individual to join our Divisional Governance Team at Royal Albert Edward Infirmary as Governance Administrator working 26 hours per week.

This vacancy is open to all internal and external candidates. NHS Employees should ideally secure their line managers agreement for a secondment arrangement ideally prior to applying as this will be a condition of any offer made.

This vacancy is advertised on a fixed term basis for a period of 6 months as it is funded on a non recurrent basis.

Whilst this post is advertised on a fixed term basis there is the potential that this may become permanent in the future.

Candidates are required to present original certificates for qualifications at interview stage.

This vacancy may close prior to the specified closing date if a high volume of suitable applications are received.

Main duties of the job

To support the Senior Governance Facilitator / Clinical Governance Facilitator in the continued development and maintenance of key Quality and Safety databases and risk management systems designed to enable the trust to learn, improve and make a difference to the quality and safety of services locally and contribute to wider national learning from experience.

To support the Senior Governance Facilitator / Clinical Governance Facilitator with the day-to-day administrative management of:

• Complaints, Incidents, Risks, Claims and Information Governance modules of the Datix Risk Management System
• Datix web-based incident reporting system
• Updating the Divisional complaints database.
• Safety Alerts and Notices issued via the Central Alerting System (CAS)
• Monitoring divisional compliance with Duty of Candour

To support the Senior Governance Facilitator / Clinical Governance Facilitator to gather, review and make available information in preparation for reports to the Division with Divisional/Directorate quality and safety committees and groups.

Detailed job description and main responsibilities

Key results from the job holder

• Provide administrative support to the management of the Wider Governance agenda within the Division.
• To support the Senior Governance Facilitator in the achievement of Trust and Divisional response standards by ensuring that complaints are followed up within timescales, ensuring investigation is complete and statements obtained in sufficient time for the response to be written.
• To arrange divisional meetings with appropriate key Trust attendees, complainants and their families on behalf of the Division.
• In conjunction with the Senior Governance Facilitator allocate new complaints out to the relevant case manager, ensuring divisional database and Datix are updated appropriately to reflect.
• Alongside the Senior Governance Facilitator / Clinical Governance facilitator administratively support the Datix Web Incident Reporting and Risk Register Systems and also the non-web based Risk Management System modules for Claims, Complaints, Information Governance and Incidents;
• Take a leading role alongside the Senior Governance Facilitator / Clinical Governance facilitator in receiving, responding to and distributing safety alerts and notices from the Central Alerting System (CAS).
• Work flexibly to support the team to maintain an efficient service especially in times of absence, assist with the distribution of meeting agendas and minute taking in the absence of the Clinical Governance Facilitator.

Planning and Organisational Duties

• Take a leading role alongside the Senior Governance Facilitator / Clinical Governance Facilitator to gather, review and make available information in preparation for reports to the Divisional quality and safety committees and groups in relation to reported patient safety incidents, complaints and risk and investigations as required.
• To maintain an up to date knowledge and interest with specific attention to key recognised sources including CAS and continue to develop and acquire specialist knowledge of Datix, particularly with regard to divisional complaints and incidents.
• To support alongside the Governance Facilitators in the production and distribution of monthly divisional Duty of Candour compliance.
• To support with the distribution of Safety Alerts and Notices issued via the Central Alerting System (CAS) and gathering responses.

Communications and Key Working Relationships

• Establish and build on communication and working relationships with the Divisional Heads of Governance and Senior Governance Facilitator / Governance Facilitator
• Assist in the monitoring and collation of action plans for Governance related reports Case Managers.
• Act as a point of contact for communications in relation to complaints internally and externally to the divisional management team prioritising all such communications as appropriate, including sensitive and confidential issues.
• In the absence of the Senior Governance Facilitator / Clinical Governance Facilitator support ongoing monitoring of new complaints / incidents within the Division.