Patient Safety Learning & Gov Administrator

Job overview

The Patient Safety, Learning and Governance (PSL&G) Administrator provides comprehensive administrative, governance and coordination support to the Trust's Patient Safety, Learning and Governance function. The post-holder plays a key role in supporting Learning from Deaths and mortality review processes, ensuring accurate information management, effective meeting administration, maintenance of governance systems, and the timely production of reports and documentation.

Working closely with a Patient Safety Lead Reviewer and the Associate Director and wider PSL & G Team.

Main duties of the job

Provide administrative and governance support to the Patient Safety, Learning and Governance (PSL&G) Team.

Support the Trust's Learning from Deaths and mortality review processes.

Coordinate meetings and governance activities, including diary management, minute taking and action tracking.

Maintain mortality, governance and patient information records, databases and systems.

Produce and monitor reports, performance information and governance documentation.

Act as a key point of contact for internal and external stakeholders.

Provide administrative support to the Associate Director and wider PSL & G Team.

Maintain governance resources, systems and intranet information.Support procurement, invoice processing and general departmental administration.

Detailed job description and main responsibilities

• Provide comprehensive administrative and coordination support to the Patient Safety, Learning and Governance (PSL&G) Team, ensuring the smooth operation of governance and patient safety activities.
• Support the Trust's Learning from Deaths and mortality review processes through effective administration, coordination, and information management.
• Organise and administer meetings, including diary management, preparation and distribution of agendas and papers, minute taking, action tracking, and follow-up of agreed actions.
• Provide administrative support to the Associate Director, ensuring effective scheduling of meetings, appointments, and key activities.
• Maintain action logs, governance records, and tracking systems to support the delivery of governance and quality improvement objectives.
• Maintain mortality and expected deaths databases, ensuring records are accurate, complete, and up to date.
• Manage and process sensitive patient information and mortality data in accordance with Trust policies, information governance requirements, GDPR, and confidentiality standards.
• Utilise Trust systems including RiO, EMIS, SystmOne, Microsoft Excel, and InPhase to record, monitor, analyse, and report information.
• Ensure the accuracy and integrity of mortality and governance data, identifying and resolving discrepancies where appropriate.
• Support the production and distribution of routine reports, dashboards, governance papers, and performance information.
• Collate, analyse, and maintain information required for internal governance processes and external reporting requirements.
• Assist in monitoring progress against agreed actions, deadlines, and governance objectives.
• Support the preparation of documentation for committees, meetings, and reviews.
• Act as a key point of contact for the PSL&G Team, responding to enquiries and coordinating information requests in a timely and professional manner.
• Liaise with a wide range of internal and external stakeholders, including NHS England, Integrated Care Boards (ICBs), Executive Directors, clinical teams, legal services, and other partner organisations.
• Facilitate effective communication between stakeholders to support governance processes and information sharing.
• Maintain governance-related intranet pages, information resources, and departmental records to ensure they remain current and accessible.
• Support the administration of governance systems and databases, ensuring information is maintained accurately and securely.
• Assist with procurement, ordering, invoice processing, and other administrative duties required to support service delivery.
• Contribute to the ongoing development and improvement of administrative systems and processes within the service.
• Work independently, using initiative and sound judgement while adhering to Trust policies and procedures.
• Prioritise and manage a varied workload, ensuring competing deadlines are met and high standards of accuracy are maintained.
• Maintain confidentiality at all times and demonstrate a commitment to the Trust's values and governance standards.
• Undertake any other duties appropriate to the grade of the post, as required by the needs of the service.

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.