Document Control Administrator

Mid-South Essex Foundation Trust is seeking to recruit a part-time 0.5 WTE, who will be based at Southend Hospital/Britannia house but must have the ability to drive between trust sites where required.

The role will include formatting and proofreading of documents, setting agendas, recording minutes, data entry, maintaining electronic databases relating to the organisation of the administrative workload of the document control team. This post involves working and liaising with a multi-disciplinary team including clinicians, managers and other administrative staff in a professional manner in written, verbal and electronic formats.

The role involves supporting the Document Control team in line with managing the document control process across all care groups/divisions/service areas within the Trust ensuring that those divisions/service areas are held to account for appropriate document management and control.

Support the Document Control Manager in providing advice and guidance on document control issues to a variety of personnel at all levels, including Directors. To liaise with authors, external printers and the Reader Group in matters related to patient information leaflets.

The applicant should have excellent Word and Excel skills which are required to efficiently format and proofread documents to support the review and development of policies, guidelines, procedures and patient information leaflets.

The post holder will be responsible for arranging meetings and acting as liaison point for all parties concerned, this to include arranging venues and necessary IT equipment/support. Support the document control review process by identifying non-compliance issues and escalating as appropriate. Support the delivery of the document control strategy. Support the development and maintenance of databases and archiving processes for document control.

The post holder will be required to maintain and regularly update databases ensuring information is accurate and updated in a timely manner. Ensure information loaded onto the trust intranet site on behalf of the division is accurate and up to date.

Mid and South Essex NHS Foundation Trust is now one of the largest in the country, with a workforce of approximately 15,000 who serve a population of 1.2 million people.

We work together, and in conjunction with MSE Health and Care Partnership, to deliver excellent local and specialist services, to improve the health and wellbeing of our patients in a compassionate way, and provide a respectful, but vibrant place for staff to develop, innovate and build careers.

From facilities through to consultant specialists we want to be the best, to achieve this we need to recruit not just those who are the finest in their field but also those who have the potential to be. Yes, experience is important but so is outlook - if you are dynamic, forward-thinking and enthusiastic we want you to join us.

We not only offer you a good working environment with flexible working opportunities, but also the opportunity to develop your career with access to appropriate training for your job and the support to succeed and progress.
- Excellent IT skills, Word and Excel required to efficiently format and proofread documents to support the review and development of policies, guidelines, procedures and patient information leaflets.
- Preparation of Joint Document Management (JDMG) meeting agenda, sending out invites and recording the minutes of JDMG meetings.
- Record the minutes for weekly Document control team meetings.
- Assist in ensuring that documents are kept in the right location, in the correct format and are accessible to all appropriate internal parties.
- To assists with policy extensions.
- To actively support and promote the delivery of the document control strategy and divisional communication strategy.
- To assist with the transfer of patient information leaflet assets to separate folder and update the PIL log.
- To assist with the develop of questionnaires in line with the Document control strategy.
- To respond to claims and policy requests.
- To complete various monthly rolling audits, data collection, updating graphs and updating relevant reports
- To assist the document management team in all aspects of the day-to-day management of documents.