Risk and Quality administrator

Job overview

The job holder will be allocated to work with the EIM Risk Manager, however due to the nature of the role, will work with other ICSU’s risk teams. The role is to maintain a streamlined administrative process revolving around the patient safety events. The job holder will be responsible for administrative tasks, including emails, scheduling meetings, taking minutes/notes at meetings, writing and posting standard letters, adding actions to Datix, updating information on Datix, updating excel spread sheets, formatting and spell-checking word documents, phone calls and communicating with junior and senior clinical staff.

The post holder will be competent in extracting salient information from emails and discussion to ensure all information regarding deadlines is up to date.

The post holder will be exposed to highly sensitive and emotional information.

The postholder will be responsible for escalating and troubleshooting issues to the Risk and Quality Manager EIM and will contribute to finding proactive solutions to routine issues.

The post holder will become competent in the use of Information Technology including the computer software Datix for the recording and processing of incidents, and CareFlow/RiO for looking up information.

This post can be based at Whittington Hospital, Jenner building, but hybrid working is also possible.

Main duties of the job

please see job description for full details

The job holder will be allocated to work with the EIM Risk Manager, however due to the nature of the role, will work with other ICSU’s risk teams. The role is to maintain a streamlined administrative process revolving around the patient safety events. The job holder will be responsible for administrative tasks, including emails, scheduling meetings, taking minutes/notes at meetings, writing and posting standard letters, adding actions to Datix, updating information on Datix, updating excel spread sheets, formatting and spell-checking word documents, phone calls and communicating with junior and senior clinical staff.

Detailed job description and main responsibilities

To maintain an administrative process for patient safety incidents and investigations and being able to manage a high number of investigation and their details efficiently, effectively and in good time to support deadlines.

To schedule meeting with professionals from within the ICSU and other organisations.

To take notes in meetings and process the notes to standard templates.

• To update patient details and other information on Datix from other systems, i.e. RiO/CareFlow Lead on specific projects as required in discussion with the Risk Manager, i.e. improvement of Risk registers or collating data for a specific report. To monitor the completion of Duty of candour letter and support the writing and posting of letters Communicating Learning responses after investigation conclusion To provide and receive routine information verbally or in written format.  This may include emails and telephone calls. Ensuring that all messages are concisely relayed and actioned if require To maintain a high degree of confidentiality in all aspects of service delivery and patient information in accordance with Trust policies and procedures and compliance with the Data Protection Act. To maintain a high degree of confidentiality in the context of highly sensitive and emotional information. To deliver a compassionate and caring telephone manner when speaking with professionals. To know when to ask for help in managing issues raised by professionals, and understanding what types of queries are reasonably dealt with through admin processes. To communicate effectively.

To enter data and using general keyboard/word processing skills.

• To organise own day to day work tasks or activities in an efficient, effective and timely manner.

To follow agreed protocols and policies seeking advice where appropriate.

To demonstrate a positive attitude to the work of the Department.

To learn about the defined quality standards for all aspects of the service including the monitoring of email accounts periodically to ensure timely receipt /respond to queries