Patient Safety Incident Management Administrator

Job overview

Due to promotion, an opportunity has risen in the Patient Safety Incident Management Team

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

The Patient Safety Incident Management Team Administrator needs to have the confidence for open challenges and serve as a key enabler for the delivery of the team day to day functions.

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 role of the Patient Safety Incident Management Assistant is to assist the Patient Safety Incident Management Team and Lessons Team with processes relating to Patient Safety Incidents. Providing secretarial support for the Director of Safety.

The post holder will assist in ensuring that effective systems and processes for Patient Safety Incident reporting and management are developed, maintained and monitored and that accurate information is available for performance reporting.

The post holder will assist the Lessons team with coordinating meetings, reports, facilitating Safety And Learning Command Calls as required and events as well as training.

The post holder will have strong interpersonal skills and be able to liaise with a number of agencies on complex, sensitive and confidential matters. Taking time to build on and improve relationships with specific contacts within these agencies.

Detailed job description and main responsibilities

• Support the PSIM Team with administrative tasks as defined as the following:
• Processing emails received in PSIM, Lessons Team and Safety Events inbox
• Taking notes and following up on actions from all meetings attended
• Update the Datix incident records with progress shared via email or through meetings and notes.
• Draft communications such as letters and emails as per process
• Taking forward all aspects of shared learning
• Chase for information on incident reviews and safety actions
• To maintain databases such as Learning Analysis, LRL and FLO database and ESLMS, as well as update Datix.
• To report Patient Safety Incidents as instructed through required electronic systems and as per policy and procedure
• To ensure that accurate information is available for various performance reports
• To organise and minute or note take meetings as required
• Involvement in projects and policy reviews for the Patient Safety Incident Management Team
• To provide support and guidance to staff on Patient Safety Incident Management such as incident reporting
• to proivide support and guidance to staff on embedding a culture of learning
• Reviewing incident forms for data accuracy and to liaise with Operational staff when gathering further information as required.
• Collating data for Freedom of Information requests

COMMUNICATION AND RELATIONSHIPS:

• Ensure effective channels of communication are maintained with relevant colleagues both within the Trust and in other organisations.
• Work with PSIM Team (Business Support Officers, Clinical Lead for Patient Safety and Family Liaison Officer and Patient Safety Leads) and Lessons Team to provide senior managers across the Trust with regular updates and information on current and pending investigations to ensure the Trust continues to meet deadlines.
• Supporting patient and relatives with their involvement in the Learning Response process either directly or through their designated Family Liaison Officer.
• High level of customer service to be adhered to at all times.
• To support the Head of Patient Safety Incident Management in communication of learning from patient safety incidents to other teams within the Trust working collaboratively with The EPUT Lessons team.
• To work closely within the team ensuring the PSIRF process is adhered to.
• To liaise with operational staff when gathering further information for Datix forms to inform incident reporting.
• To work closely within the Patient Safety Incident Management Team and Lessons Team ensuring the Patient Safety Incident Management process is adhered to.

ANALYTICAL AND JUDGEMENT:

• Prioritise own work on a day-to-day basis to ensure that timescales are achieved and deadlines are met by working with the patient safety incident management team.
• Oversight and monitoring of action plans arising from incidents and investigations.
• Maintain an up-to-date filing system, and arrange for the safe archiving and/or destruction of correspondence and files in accordance with statutory and locally defined timescales.
• Open incoming mail and deal efficiently with electronic mail messages, ensuring that urgent and priority items are highlighted for prompt action by an appropriate member of staff and that confidentiality of sensitive information is maintained.
• Maintain an oversight of investigations and provide additional resources and requirements to ensure internal/external timeframes are met.
• Assess and respond appropriately to any telephone enquiries and routine correspondence, initiating action as required. The post holder will need to assess the urgency of enquiries and decide how best to respond when team members are absent.
• Prioritise own work on a day-to-day basis to ensure that timescales are achieved and deadlines are met
• Oversight and monitoring of action plans arising from Patient Safety Incident Managements, critical incident investigations or care record reviews
• Maintain an up-to-date filing system, and arrange for the safe archiving and/or destruction of correspondence and files in accordance with statutory and locally defined timescales
• Open incoming mail and deal efficiently with electronic mail messages, ensuring that urgent and priority items are highlighted for prompt action by an appropriate member of staff and that confidentiality of sensitive information is maintained

PLANNING AND ORGANISATION:

• Manage own diary and advise of availability of senior leads in the team.
• Provide administrative duties for the Duty of Candour processes.
• Administer the production of agendas, co-ordination and photocopying of papers for meetings, ensuring that key documents are available within any defined timescales.
• Attend meetings as necessary, taking accurate, concise minutes/notes. Ensure action points as a consequence of these minutes/notes are followed up and matters are bought forward as appropriate.
• Arrange meetings, training and conferences, co-ordinating venues and/or catering requirements as required.

Information resources

• Undertake word processing of all documents to a high standard, in an agreed format and using an appropriate referencing system. Prepare high quality presentation materials, including PowerPoint when required.
• Provide efficient word processing and preparation of letters, reports and other documents as required, ensuring consistency with the agreed format.
• Develop and maintain proper filing systems (electronic and paper) to ensure easy and effective access to relevant documents and information.
• Maintain existing databases, patient safety incident team forms on DATIX and support the implementation of new systems.
• Maintain databases for all Learning Response Leads and Family Liaison Officers
• Regular use of variety of IT packages to create reports.
• Order required office equipment using EPROC/ Office Depot.
• To support management of information using the Lessons and Management System
• To review, follow up and submit action plans.
• Collating data and supporting the Head of Patient Safety Incident Management to respond to Freedom of Information requests.
• To review incident reports to support the process for ensuring there is involvement of patients and relatives, escalating concerns as necessary.

Applicant requirements

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