Patient Safety Administrative Coordinator
3 weeks ago
Job Overview
The role of the Patient Safety Administrative Coordinator is to deliver thorough administrative assistance to the Patient Safety Team.
This includes utilizing the Ulysses Incident Reporting System, which is part of the comprehensive Ulysses Risk Management System.
Responsibilities also encompass planning and organizing meetings, managing schedules, and coordinating team activities.
The coordinator will be tasked with procuring products and services that ensure the effective and efficient use of departmental resources.
The individual in this position is expected to prepare meeting documentation and, when necessary, take notes or minutes during meetings.
Maintaining complete confidentiality at all times and representing the team in a professional and courteous manner is essential.
Key Responsibilities
The coordinator will be an integral part of the Patient Safety Team, assisting with meetings, utilizing the Ulysses incident reporting system, and supporting the Patient Safety Team and other stakeholders with ongoing projects or ad-hoc requests.
About Us
Our personnel are our most valuable asset. When we feel supported and content at work, this positivity extends to those we serve, the patients. Engaged employees perform at their highest level, and our Equality, Diversity & Inclusion (EDI) initiatives foster a culture of engagement. We have established four staff networks, a corporate EDI Team, and a variety of programs and events aimed at achieving five key aspirations:
- Enhancing representation at senior levels of staff with disabilities, from black, Asian, and ethnic minority backgrounds, identifying as LGBTQ+, and women, through improved recruitment and leadership development.
- Expanding access and employability as an anchor institution.
- Enhancing the experience of staff with disabilities.
- Improving the EDI literacy and confidence of trust staff through training and development.
- Mainstreaming equalities.
Job Duties
Meeting Coordination
- Organizing meetings and assisting with administrative tasks related to agenda preparation for key meetings.
- Managing the organization of documents to be sent or received.
- Sending calendar or electronic invitations.
- Overseeing calendar management and distribution list management.
- Coordinating venues as necessary.
- Liaising with attendees as required.
- Taking minutes or notes and preparing written summaries.
Ulysses Incident Reporting System
- Assisting the Patient Safety Team with incident management through the Ulysses Incident Module by adhering to training and standard operating procedures.
Alignment with Work Streams
- Supporting specific working groups or projects within the Patient Safety Team by providing administrative assistance.
General Responsibilities
- Acting as the Patient Safety Team's contact for ordering supplies through our Procurement system for stationery and equipment.
- Collaborating effectively as a team member, developing, maintaining, and contributing to networks to enhance and ensure effective working processes and practices, both within and beyond the immediate work area, to influence the evolving organization.
Qualifications and Experience
Essential Qualifications
- GCSE (or equivalent) at grade C (or above) in English and NVQ level 4 or equivalent experience and knowledge.
Desirable Qualifications
- European Computer Driving License (ECDL) or equivalent.
Essential Experience
- Experience working within the NHS or an acute healthcare setting.
- Significant administrative experience.
- Experience collaborating with all levels of staff.
Desirable Experience
- Experience in a Patient Safety department or Governance team.
- Experience providing support and information to others.
Knowledge and Skills
Essential Skills
- Excellent English communication skills (both written and verbal).
- Strong liaison and negotiation skills with the ability to analyze problems and identify solutions.
- Proficiency in Microsoft Word, PowerPoint, Outlook, MS Teams, and Excel.
Desirable Skills
- General knowledge of Patient Safety and Improvement initiatives.
Personal Attributes
Essential Attributes
- Exceptional interpersonal skills with the ability to remain calm in challenging situations.
- Strong organizational skills with the ability to prioritize workload effectively.
- Capability to work independently as well as part of a team.
- Attention to detail.
- Tact and diplomacy.
- Ability to think independently and adjust priorities as needed.
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