Patient Safety Incident Management Administrator

Please be aware that, due to current allocation constraints, Certificates of Sponsorship (CoS) are being prioritised for registered roles at this time.

Our Trust cares for more than 100,000 patients at any one time across our community health, mental health and learning disability services across Essex and parts of Bedfordshire and Suffolk.

We want you to be part of our journey of transformation, where our patients and their families are at the heart of everything we do and to achieve our vision to be the leading health and wellbeing service in the provision of mental health and community care.

You’ll be part of a Trust where you will be supported to be your authentic self and be the best you can be, where we will help you to grow, develop and thrive.

The Trust is recognised by the University of Essex and is a top provider of apprenticeships for people looking to be an assistant practitioner, senior health care support worker (CAP). Our trailblazing CAP apprenticeship won a national HSJ Award.

We are also recognised as a Veteran Aware Trust and holder of gold accreditation from the Ministry of Defence Employment Recognition Scheme. Our services are highlighted as an exemplar of good practice, producing the best care for more than 3.500 armed forces veterans in the past seven years.

We have been shortlisted and won national awards. We are an inclusive organisation and Level 3 Disability Confident Leader Trust.

We are constantly innovating and looking for new ways to deliver care, such as using technology to enhance patient care and working with partners to launch new services such as the Basildon Mental Health Urgent Care Department, virtual hospitals and falls response cars.

Join us and you’ll do the best work of your life - and make a difference to other people's lives. What we do together, matters.

Job overview

Due to maternity leave, an opportunity has risen for a fixed term contract in the Patient Safety Incident Management Team.

We are looking for someone who is impartial, open minded with, administrative and analytical skills and has the confidence to ask questions to gain a better understanding of an issue.

The post holder will have the capability and knowledge to support the administration of meetings and have the ability to master a new brief and deliver it with confidence, believing in your presentation ability. You will be passionate and willing to contribute to the culture of learning and safety in the organisation and ready to make a difference.

Main duties of the job

The post holder will provide comprehensive administration support to the Head of Patient Safety Incident Management using knowledge and experience of a full range of administrative procedures and software functions.

The post holder may, at times, come into contact with highly emotional and distressing situations and information. This must be dealt with in a confidential and appropriate manner, which may include liaison with service users and their families/carers, taking action where and when necessary.

The post holder will play a key role in the day to day organisation/updating of the department's administrative databases.

Working for our organisation

Valuing you. Recognising your dedication. At EPUT, we look after you.

• Receive supervision and support to help you fulfil your potential.
• Join an inclusive EPUT community and connect with others through engagement events and equality or champion networks.
• If you need help, we provide mental health and wellbeing services, occupational health advice and counselling.
• We run recognition awards to recognise staff's hard work and dedication.

Benefits

• 27 days holiday, plus bank holidays, rising to 33 days after 10 years' service.
• Excellent pension of up to14.5% of your pensionable pay.
• Staff discounts include Blue Light Card, NHS discount offers, and staff benefits.
• £8K relocation package if you move to Essex to join us
• Season ticket loans are interest-free to cover the cost of travelling to and from work via tram, rail, or bus.

Work that wraps around your needs

• Flexible working: available from day one for most roles.
• Job share: Applications for job shares are welcomed.

Detailed job description and main responsibilities

Provide administrative and secretarial support to the Patient Safety Incident Management Team including the accurate recording of information on the Trust's incident reporting system (Datx).

Take responsibility for requesting medical records for investigations and inquests.

Take responsibility for preparing case files and photocopying of records and reports for investigations and Inquests.

Arrange interviews with staff involved in patient safety incidents on behalf of the Head of Patient Safety Incident Management for externally led investigations.

Attend any interviews with staff, taking notes as required.

Assist in collating, maintaining and producing statistical information and activity reports as appropriate.

Assist the team in providing information and communicating with HM Coroners' Office, Care Quality Commission, Commissioners, Police etc.

Assist in the organisation and co-ordination of Patient Safety Incident Case Conferences for internal and external partners.

Deal with telephone enquiries in a courteous and proficient manner and promptly elevate any potential problems or issues that may delay the review process.

Respond to all electronic mail messages promptly in accordance with good practice.

Prioritise own workload considering timescales that need to be adhered to in the production of the patient safety review/investigation reports.

Assist in a range of work procedures and practice in order to maintain up to date filing systems and arrange for the safe archiving and/or destruction of correspondence and files in accordance with statutory timescales.

Person specification

Education/Qualifications

Essential criteria

• Good standard of education to GCSE or equivalent
• RSA II/III or equivalent from another recognised body

Desirable criteria

• NVQ 3 or equivalent experience

Knowledge

Essential criteria

• Knowledge of a broad range of administrative procedures and software packages.
• Administrative experience within an office environment
• Awareness of information governance, data security and a clear understanding of confidentiality
• Able to converse in a positive manner with service users, carers/families and senior health professionals under emotional circumstances
• Able to plan, prioritise and organise a number of activities, including the ability to continually reprioritise to meet tight, conflicting deadlines
• Able to work effectively and accurately with minimal supervision, under pressure and meeting deadlines
• Work alone effectively or as part of a team
• Able to create records and filing systems as well as database management using an electronic system
• Able to collate, analyse, interpret and assess information and its implications
• Excellent interpersonal and communication skills, both written and oral based on the English language
• Literate in IT/Computer Skills
• Professional approach which instils confidence and credibility
• Ability to communicate effectively with all levels of staff across the Trust, as well as service users, external stakeholders/agencies

Personal Qualities

Essential criteria

• Ensures that the organisational values We Care, We Learn and We Empower are demonstrated by self and others every day and that any matters of concern are addressed in a timely way, either directly; or raised with the relevant Line Manager; or through the relevant processes within the Trust as appropriate
• Credibility and enthusiasm for patient safety Values, diversity, inclusion and difference; operating with integrity and openness
• Fitness Analysis as appropriate
• Ability to travel across sites and across Trust boundaries to attend meetings, etc.

Desirable criteria

• Current driving licence.

Please be aware that, due to current allocation constraints, Certificates of Sponsorship (CoS) are being prioritised for registered roles at this time.

As a newly appointed employee, you are responsible for incurring the cost of your initial DBS check relevant to your post; the amount will be deducted from your first salary with the Trust.

Our Trust is an Equal Opportunities Employer. We particularly welcome applications from people with experience of using mental health services. We also hold the Disability two tick symbol and have made the pledge to commit to employing more people with learning disabilities, we encourage people with a disability to apply. If you require this application form in another format i.e. Braille or audio tape etc, please contact the Recruitment Department on or email and we can arrange for this to be dispatched to you.

The Trust has the right to expire vacancies prior to the closing date if they so wish. The Trust makes every attempt to contact all applicants and we strongly advise that you check the email account which is registered with NHS Jobs regularly, we would advise however due to the high number of applications we receive that if you have not heard from us within three weeks of the closing date your application has been unsuccessful on this occasion.

We are committed to safeguarding and promoting the welfare of children, young people and vulnerable adults, and expect all staff to undertake this commitment. Applicants will be subject to robust safer recruitment processes.

Important Notice: Recently the Health and Social Care Act 2008 (Regulated Activities) (Amendment) (Coronavirus) Regulations 2021 (the Regulations) which amended on 22 July 2021 and come into force on 11 November 2021 that anyone directly employed to work in a Care Home or who are required as part of their role to be deployed to a CQC registered care home are required to have had both their COVID vaccinations, unless they are exempt. This is therefore a requirement of this role and will form part of our pre-employment checks.

Please note -

staff who are formally at risk within the organisation will be given priority in securing alternative employment. Should it come to light that a post being advertised by the Trust is considered 'suitable alternative employment' to an individual who is at risk, the recruiting manager will be advised and the post will be withdrawn from NHS Jobs.

Use of Artificial Intelligence (AI)

This does not prevent applicants seeking appropriate support with applications should they need to for the purposes of any declared disability.

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