Administrator for Patient Safety Initiatives
3 weeks ago
Position Overview
The role of the Patient Safety Administrator is to deliver extensive administrative assistance to the Patient Safety Team.
This includes utilizing the Ulysses Incident Reporting System, which is part of the broader Ulysses Risk Management System.
Responsibilities also encompass planning and coordinating meetings, managing schedules, and overseeing team activities.
The administrator will be tasked with procuring products and services that facilitate the effective and efficient use of departmental resources.
Additionally, the role involves preparing meeting documentation and, when necessary, taking notes or minutes during meetings.
It is essential for the post holder to uphold complete confidentiality at all times and to represent the team in a professional and courteous manner.
Key Responsibilities
As a member of the Patient Safety Team, the administrator will assist with meetings, engage with the Ulysses incident reporting system, and support the Patient Safety Team along with other stakeholders in ongoing projects or ad-hoc requests.
About Our Organization
Our workforce is our most valuable asset. When our employees feel supported and satisfied in their roles, this positivity extends to the individuals we serve, the patients. Engaged staff perform at their highest potential, 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 for staff with disabilities, from black, Asian, and ethnic minority backgrounds, those 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.
- Increasing EDI literacy and confidence among trust staff through training and development.
- Mainstreaming equalities across the organization.
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 and received.
- Sending calendar or electronic invitations and managing calendars.
- Overseeing distribution lists and organizing venues as necessary.
- Liaising with attendees as required and taking minutes or notes during meetings.
Ulysses Incident Reporting System
- Supporting the Patient Safety Team with incident management by utilizing the Ulysses Incident Module, following training and standard operating procedures.
Alignment with Work Streams
- Aligning with specific working groups or projects within the Patient Safety Team to provide necessary administrative support.
General Responsibilities
- Acting as the Patient Safety Team's point of 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 within and beyond the immediate work area, influencing the evolving organization.
Person Specification
Qualifications and Training
Essential
- GCSE (or equivalent) at grade C (or above) in English, NVQ level 4, or equivalent experience and knowledge.
Desirable
- European Computer Driving License (ECDL) or equivalent.
Experience
Essential
- Experience working within the NHS or an acute healthcare setting.
- Significant administrative experience.
- Experience collaborating with staff at all levels.
Desirable
- Experience in a Patient Safety department or Governance team.
- Experience providing support and information to others.
Knowledge and Skills
Essential
- 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
- General knowledge of Patient Safety and Improvement initiatives.
Personal Qualities and Skills
Essential
- Exceptional interpersonal skills and the ability to remain calm in challenging situations.
- Strong organizational skills with the ability to prioritize tasks effectively.
- Capability to work independently as well as part of a team.
- Attention to detail and a tactful approach.
- Ability to think independently and adjust priorities as needed.
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