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Policies Administration Co-ordinator
3 months ago
We are recruiting for a Policies Administration Co-ordinator to sit within the Policy Team, located within Corporate Quality Governance.
The role requires the post holder to oversee the co-ordination of the Trust's document control process by working collaboratively with Clinical Leads to ensure the timely review of Policies, Guidelines and Procedures.
The Post holder will provide administrative support to the team and will work closely with the Trust Policy Lead to relocate Trust wide documents onto SharePoint and Micro Guide platforms in line with the Trust Policy Improvement Plan.
The post holder will assist and support the Trust Policy Lead in the co-ordination and collation of information required in respect of Policy reviews and support the Policy Team's objective to work towards 100% of Policies being current and in date.
**The Policies Administration Co-ordinator will**:
- liaise with staff of all levels, including external agencies, as well as maintaining effective working relationships with all members of the team
- maintain electronic databases to record the development of Policies, Guidelines and Procedures
- produce high quality documents and ensure that appropriate deadlines are met
- sustain computerised filing systems to establish information is up to date and can be easily retrieved.
**Our Trust vision**: 'Exceptional patient care provided by exceptional people.'
Our mission is to bring our people communities and partners together
- providing patient care we can all be proud of. We all play a part in achieving this, by living up to the values we promise to our patients and each other. As members of staff we will always be guided by our Proud to CARE values:
- COMPASSION- treating everyone with kindness - welcoming diversity and inclusion, considering individual needs; and challenging inappropriate behaviours outside of our values
- AMBITION- Aspiring to be the best - reaching high standards, providing exceptional care and services; and achieving measurable improvements in people’s health and wellbeing
- RESPECT- Valuing and appreciating everyone - listening, learning and acting on their experiences, being open and honest; and recognising that working with others brings benefits
- ENCOURAGEMENT-Opportunities for all - supporting education and development, helping people to bring their improvement ideas to life and speak-up; and getting everyone involved in our future
- Assist and support the Trust Policy Lead in the co-ordination and collation of information required in respect of policy reviews.
- Ensure all policy documents are standardised in the trust template.
- Support the Trust Policy Lead in their objective to work towards 100% of policies being current and in date.
- Develop and maintain electronic databases to record policy document development.
- Provide responses for Freedom of Information Requests in relation to specific area of expertise.
- Support the Trust Policy Lead to develop and maintain appropriate hierarchy logs for approval of policy documents.
- Support the team with meetings by arranging dates, preparing agendas, collating supporting papers, attending to take notes and preparing accurate minutes for approval as required.
- Produce high quality documentation, both routine and complex, from audio, dictated material or hand-written notes. To prioritise and ensure that appropriate deadlines are met.
- Maintain a computerised diary of appointments as required for the Trust Policy Lead.
- Maintain computerised filing systems, ensuring that information can be easily retrieved and up-dated.
- Liaise closely with all members of the team, maintaining effective communication to ensure the smooth running of the service.
- Present a professional image of the Trust to patients, visitors and staff, in particular by protecting the confidentiality of information and providing an effective point of contact with the Trust.
- Be familiar and comply with the relevant Operational, Personnel, Health & Safety Policies and Procedures.
- Carry out any other duties as may be required and that are consistent with the responsibilities of the post.
- Provide cover for other appropriate staff within the Quality Governance Team as required.
Please see the job description attached for full details.
