Patient Safety Incident Management Business Support Officer

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 Business Support Officer 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.

Application closing date: 2 October 2026

Main duties of the job

The role of the Incident Management and Business Support is to assist the Head of Patient Safety Incident Management in the effective and timely notification, management, investigation and response for incidents.

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

The post holder will monitor Patient Safety Incident Management Team Datix incident forms to identify any incidents that would meet with patient safety incident response criteria. Including liaison with Operational staff as required.

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

To maintain and manage databases and records of incidents

To provide the Head of Incident Management with accurate information for various performance reports and reports for the Executive Team.

Collating data and supporting the Head of Patient Safety Incident Management to respond to Freedom of Information, CQC and other external requests.

Ensure effective channels of communication are maintained with relevant colleagues both within the Trust and in other organisations

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, ensuring a 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 Lessosn team.

To provide support to the Head of Patient Safety Incident Management in ensuring the Trust’s assurance processes are upheld. This includes communication with the Senior Management team.

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.

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.

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.

PLANNING AND ORGANISATION:

Oversee the administration of meetings as required including the production of agenda and co-ordination of papers, ensuring that key documents are available within any defined timescales.

Take accurate, concise minutes/notes at meetings, as required. Ensure action points as a consequence of these minutes/notes are followed up and matters are bought forward as appropriate.

Participation and involvement in Projects and Task and Finish Groups as part of the patient safety agenda.

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.

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.

Regular use of variety of IT packages to create reports.

To support management of information using the Lessons and Management Systems

Applicant requirements

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