Patient Safety Incident Management Administrator

Job overview

Due to maternity leave, an opportunity has risen for a fixed term contract in the Patient Safety Incident Management Team

We are looking for someone who is impartial, open minded with, administrative and analytical skills and has the confidence to ask questions to gain a better understanding of an issue.

The post holder will have the capability and knowledge to support the administration of meetings and have the ability to master a new brief and deliver it with confidence, believing in your presentation ability. You will be passionate and willing to contribute to the culture of learning and safety in the organisation and ready to make a difference.

Main duties of the job

The post holder will provide comprehensive administration support to the Head of Patient Safety Incident Management using knowledge and experience of a full range of administrative procedures and software functions.

The post holder may, at times, come into contact with highly emotional and distressing situations and information. This must be dealt with in a confidential and appropriate manner, which may include liaison with service users and their families/carers, taking action where and when necessary.

The post holder will play a key role in the day to day organisation/updating of the department’s administrative databases.

Detailed job description and main responsibilities

Provide administrative and secretarial support to the Patient Safety Incident Management Team including the accurate recording of information on the Trust’s incident reporting system (Datx).

Take responsibility for requesting medical records for investigations and inquests.

Take responsibility for preparing case files and photocopying of records and reports for investigations and Inquests.

Arrange interviews with staff involved in patient safety incidents on behalf of the Head of Patient Safety Incident Management for externally led investigations.

Attend any interviews with staff, taking notes as required.

Assist in collating, maintaining and producing statistical information and activity reports as appropriate.

Assist the team in providing information and communicating with HM Coroners’ Office, Care Quality Commission, Commissioners, Police etc.

Assist in the organisation and co-ordination of Patient Safety Incident Case Conferences for internal and external partners.

Deal with telephone enquiries in a courteous and proficient manner and promptly escalate any potential problems or issues that may delay the review process.

Respond to all electronic mail messages promptly in accordance with good practice.

Prioritise own workload considering timescales that need to be adhered to in the production of the patient safety review/investigation reports.

Assist in a range of work procedures and practice in order to maintain up to date filing systems and arrange for the safe archiving and/or destruction of correspondence and files in accordance with statutory timescales.

Applicant requirements

This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.