An opportunity has arisen for a Patient Safety Incident Administrator .
Supporting the Investigating Officers presents an exciting opportunity for a dynamic and enthusiastic member of staff.
Supporting the Investigation Officers requires a wide variety of tasks, working with many staff as well as obtaining information from many sources.
The post-holder will be a team player and will possess proven excellent telephone communication and customer care skills and be able to communicate with all levels of staff within the Royal Cornwall Hospitals Trust. You will be arranging meetings, note taking, logging requests for information on our various databases, data inputting, helping to progress lines of enquiry either by phone or email and ensuring all admin tasks related to the completion of serious incidents are completed efficiently and to the agreed timescales.
The post-holder will need to be able to prioritise their workload and manage their time efficiently across all active investigations, and know when to escalate if there are conflicting priorities, as well as ensuring that problems or enquiries are coordinated from receipt through to resolution. You will be expected to work calmly in a busy environment and be confident in dealing with staff and patients in a professional manner.
The post holder will be required to provide an agreed administrative support function to appointed Investigating Officers (IO) for those incidents reported within Care Groups.
The post holder will also be required to support the management of DATIX, the software used to report all incidents across the organisation and provide facilitative support to a wide range of users by telephone, email and in person. As the Serious Incident Administrator, the successful candidate will build expertise of the software and ensure the continuation of the service in the absence of the Patient Safety Manager.
Sustainability is integral to the Trust achieving the NHS Net Zero target. All staff are therefore actively encouraged and supported to implement new ways of working within their field of expertise.
The post-holder will be required to have knowledge of administrative and secretarial procedures and systems, preferably in an NHS or similar background. The post holder should have proven experience of Microsoft Office (Word, Excel and PowerPoint) together with a good standard of general education, including GCSE Grade A-C in English and Maths. NVQ 4 or equivalent is required.
Working with the IO and Care Group Governance Lead in establishing a timetable for completion of incident report within an agreed timescale
Ensuring all relevant patient notes in all formats are ordered, reproduced as required, stored and made available to all panel members as required
Acting as secretariat for meetings deemed appropriate to the investigation by IOs; creating, maintaining and updating records of the investigation including evidence folders and activity trackers, ensuring all fields within DATIX are both accurate and complete
Sourcing documents required by IOs to support investigation (policies, procedures, training records, audits, etc.) from within differing Trust departments ensuring all requests are documented
Supporting IOs in preparing draft report template, formatting, proofing and removing any personal identifiable information where appropriate
Staffing the DATIX-Web ‘help-desk’ phone line and email inbox, ensuring that queries are dealt with and resolved as soon as possible and/or within prescribed 48 hour (working hours, Mon-Fri 8am – 4pm) timeline, escalating unresolved queries to the Patient Safety Manager. Where appropriate, responses will be sought from relevant colleagues in order to support the resolution of the query. Building ‘Frequently Asked Questions’ (FAQ) in support of queries.
Support the Clinical Governance Team in any ad-hoc bespoke reviews commensurate with
