Support Administrator, Clinical Risk, Governance and Quality

Job overview

We’re pleased to share an exciting opportunity to be part of the next chapter in our governance journey, following the conclusion of Phase 2 of our clinical restructure.

We are now inviting applications for the following key role in our Clinical Risk and Governance team:

Band 3 – Support Administrator

This role is pivotal to shaping how we support our newly formed care groups in leading, embedding, and supporting clinical governance and risk management across our services — and we’re looking for passionate, forward-thinking individuals ready to make an impact.

If you're looking for a new challenge or the next step in your career, we’d love to hear from you!

Main duties of the job

• Deal efficiently and effectively with enquiries from all staff groups.
• Attend to daily communications, using judgement to undertake a preliminary assessment of content to determine the appropriate course of action and the priority for the Clinical Risk & Governance Team.
• Accurately transcribe all correspondence from audio recordings. Generate routine and non-routine correspondence independently.
• To maintain office systems to enable the Governance Team to operate smoothly and effectively, this will include developing and maintaining databases and office procedures information.
• Manage electronic diaries and carry out email management
• Providing general clerical duties including filing and photocopying
• Arranging and supporting a variety of meetings, including patient safety learning responses. Attend such meetings to take minutes as necessary, and the distribution of agendas and associated papers for review.
• Obtain patient’s case notes, ensuring tracking on PAS and monitor the requesting and tracking of incidents/investigations bringing information to the attention of the Governance Team as soon as it is available.
• Provide accurate and confidential information to assist with data entry and retrieval of patient information via the PAS, RIS, ICE and other departmental computer software programs.
• Organise and manage workload to deliver service requirements; and plan and liaise with colleagues to ensure continuity of service provision during leave.

Detailed job description and main responsibilities

• Deal efficiently and effectively with direct and indirect (i.e. telephone, face to face) enquiries from all levels of medical and nursing staff, Social Services and other health professionals and staff.
• Attend to all communications, for example, emails, daily.. Use judgement to undertake a preliminary assessment of content to determine the appropriate course of action and the priority for the Clinical Risk & Governance Team.
• Accurately transcribe all correspondence by touch typing from audio recordings..  Generate routine and non-routine correspondence independently
• To maintain office systems to enable the Governance Team to operate smoothly and effectively, this will include developing and maintaining databases and office procedures information
• Manage electronic diaries and carry out email management (check Governance Team mailbox, email and action if necessary)
• Providing general clerical duties including filing and photocopying
• Arranging a variety of meetings, including patient safety learning response (e.g. MDT’s, AAR’s, SWARMS, Case Note reviews). Attendance at such meetings to take minutes as necessary, and the distribution of agendas and associated papers for review.
• Obtain patient’s case notes ensure tracking on PAS and monitor the requesting and tracking of incidents/investigations bringing information to the attention of the Governance Team as soon as it is available
• Provide accurate and confidential information to assist with data entry, strictly adherent to Caldicott and Data Protection Act and retrieval of patient information via the PAS, RIS, ICE and other departmental computer software programmes
• Order stationery, office supplies, equipment as required by service, liaising with stores as necessary

Please refer to the Job Description for the full specification of responsibilities and requirements for this post.

Please note that this advertised position, which is part of occupation code 4159 does not meet the UKVI eligibility requirements for a Skilled Worker Visa (this includes if you are already in a sponsored post and looking to change employer). The Trust would not be able to issue a Certificate of Sponsorship for this role.