Patient Safety Administrator

Job overview

An exciting opportunity has arisen to join our team on a 6 month secondment as a Patient Safety Administrator!

Are you organised, compassionate, and ready to make a real difference behind the scenes?

What You'll Do:

• Keep our patient safety systems running smoothly
• Support vital investigations and ensure lessons are learned
• Help us deliver high-quality, compassionate care across the Trust
• Be the backbone of our Patient Safety Team—your work matters!

What We’re Looking For:

• Strong admin and IT skills
• Excellent communicator and team player
• Resilient, organised, and able to juggle priorities
• Passion for supporting patient safety and quality care

Why Join Us?

• Make a positive impact every day—without being patient-facing
• Ready to help us put care and compassion at the heart of everything we do?
• *Proposed interview date 1st September 2026*

Main duties of the job

You will support the patient safety team to: o Maintain effective and efficient systems and processes to manage the statutory and mandatory and functions of the team. o Ensure that learning that has been identified through investigation is recorded, tracked and communicated appropriately and assist in maintaining systems that support organisational learning to demonstrate continual quality service improvement across HCT. o Maintain an effective flow of information between the Team, clinical staff, managers and deputy directors to ensure trust policy is followed and expected standards maintained.

You will o Communicate with other providers and commissioners, the Trust’s solicitors and Coroner’s offices, providing and receiving routine or sensitive information within agreed processes. o Communicate with patients, their families or carers (this will be rare as this is not a patient facing role). o Schedule required internal informal meetings required by members of the Team, o Carry out administrative tasks related to the Team’s key meetings: the Patient Safety Assurance Panel and Learning from Deaths Panel: including diary management, compiling papers, liaising with key people to ensure papers are available on time. o Maintain filing systems and the team’s databases/trackers, ensuring that the team are aware of timeframes related to specific pieces of work. o Support the Team by attending meetings and training events that may not be at your work base.

Detailed job description and main responsibilities

JOB PURPOSE SUMMARY:

The Postholder will provide the administrative support required to ensure that the Patient Safety Team are able to maintain robust mechanisms to effectively manage the processes and functions delivered by the team, and that systems and procedures remain current and meet changing needs.

The Postholder helps to ensure that standards detailed in the Patient Safety Incident Response Policy and Plan, Learning from Deaths Policy, CQC Regulation 20: The Duty of Candour, the NHS England Patient Safety Strategy, and linked policies are followed, as well as support the Trust’s response to legal claims and coronial requests, specifically that due process is followed which includes delivery of reports, action plans and lessons learnt within agreed timescales.

The Postholder will work within established procedures and guidance, using their initiative within clearly defined parameters, and tasks delegated to them by the Patient Safety Specialist, Patient Safety Lead and Patient Safety Coordinator to ensure effective delivery of the team’s functions.

RESPONSIBILITIES / ACCOUNTABILITIES:

The Postholder will be required to:

• Support the Patient Safety Team by maintaining effective and efficient systems and processes to manage the statutory and mandatory and functions of the team.
• Support the Patient Safety Team to ensure that learning that has been identified through investigation is recorded, tracked and communicated appropriately and assist in maintaining systems that support organisational learning to demonstrate continual quality service improvement across HCT.
• Support the effective flow of information between the Patient Safety Team, clinical staff, managers and deputy directors to ensure trust policy is followed and expected standards maintained including timescales.
• Regularly communicate with other providers and commissioners, the Trust’s solicitors and Coroner’s offices, providing and receiving routine or sensitive information within agreed processes.
• Communicate with patients, their families or carers (this will be rare as this is not a patient facing role).
• Schedule required internal informal meetings required by members of the Patient Safety Team,
• Carry out administrative tasks related to the Team’s key meetings: the Patient Safety Assurance Panel and Learning from Deaths Panel: including diary management, compiling papers, liaising with key people to ensure papers are available on time.
• Maintain filing systems and the team’s databases/trackers, ensuring that the team are aware of timeframes related to specific pieces of work.
• Support the Patient Safety Team by attending meetings and training events that may not be at your work base.

CANDIDATE REQUIREMENTS:

• Good level of education or equivalent skill to manipulate spreadsheets and data.
• Good command of spoken and written English.
• Knowledge of secretarial or administrative procedures and systems acquired through experience and training to NVQ Level 3 or equivalent.
• Excellent and empathetic communication skills.
• Well-developed written and verbal communication skills to enable you to communicate clearly by telephone, email and face to face with a range of people.
• Advanced keyboard and IT skills required.
• Possess resilience to deal with any distressing and emotional demands of the role.
• Good planning and organisational skills to be able to prioritise workload effectively.
• Ability to work under pressure and to tight deadlines.
• The right to live and work in the UK.
• If applicable to the role, staff are required to hold a full, valid, UK driving licence and have access to a car to use with business insurance (unless the member of staff has a disability as defined by the Equality Act 2010).

This job description is not intended to limit the scope and extent of the job to be undertaken and will be subject to review and alteration as necessary in discussion with the post holder.

The use of AI is monitored and if you have used it then you are required to declare this, as well as what type of AI tools you have used and for what purpose. We reserve the right to further test your individual knowledge and skills in relation to the requirements for the post through robust and thorough interview and assessment.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.