Job Description

We are looking to recruit two members of the team to join our Governance Team as Quality and Governance Administrative Support Officers.
Specifically the post holders will provide administrative support for key senior levels meetings and projects for the teams related to Quality and Governance. This includes providing direct support for Governance meetings including minute taking, management of papers and actions and direct liaison with staff from across the organization. The role will require the analysis and the inputting of data in local and national databases and maintenance of local databases as required. The post holder will also supor the collation of infomrtion responses in the department for third party organizations, preparation of key governance related documents and will provide direct support to the Governance Leads and the Head of Assurance, Compliance and Governance
We believe that the best organizations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.
We recognise that flexible working is important. We take requests for flexible working seriously, consider any request we receive and try to work with you, so we can explore if your request may fit with the needs of the service.

The post-holder will provide the following support to assist with service development within the team:

• Provide clerical support for the Governance Leads with the monitoring of action plans for incidents, complaints and PALS, preparing reports as required for patient safety incidents, complaints and PALS.
• Support Governance Leads in coordinating and maintaining an electronic data base for all Divisional Guidelines, ensuring that they remain in date. Assist the guideline authors in the updating of guidelines, in a clerical capacity.
• Upload ratified guidelines and policies on to the Trust intranet as instructed by Governance Leads/ Integrated Governance and Nursing management teams.
• Support Governance Leads in ensuring that Patient Information Leaflets are written in the Trust format and remain in date, linking with Divisional Governance Support personnel to ensure this is done.

EFFORT AND ENVIRONMENT

• The post holder is required to spend periods of intense concentration on a frequent basis when giving, receiving and processing complex, confidential, and contentious information.
• The post holder is required to use project management to organize and manage information for meetings to a variety of audiences.
• The post holder is required to use analytical skills to assess and present information to managers within the department 
• The post holder must be able to adapt, be flexible and responsive without notice, whilst maintaining a confident approach to changing environments and circumstances.
• The post holder is required to undertake innovative approaches to the delivery of the associated programme of work through the development of associated strategy and policy.
• The post holder may have indirect exposure to distressing information, for example complaints and patient safety incidents.
• The post holder will support staff through the statutory and mandatory processes of NHS risk/governance and CQC requirements associated with the patient safety programme of work.
• The post holder may be required to work in different offices/sites and mobile working will be required at times.

Required Knowledge, Skills, and Abilities

The post-holder will have and be able to demonstrate the following knowledge and skills:

• Administration and management of meetings, including minute taking, action log management, meeting invites and management of delegate lists.
• Experience to include taking, transcribing and distributing minutes of meetings from various forums and committees within agreed timeframes.
• Be IT literate with experience of Microsoft Office applications, working autonomously and without supervision on this software
• Have experience of developing and maintaining databases
• Have good communication and interpersonal skills
• Demonstrate an understanding of Quality Assurance and Governance including Risk Management, providing support for this where required
• Be able to coordinate of meetings and appointments
• Be able to lead and work independently on office administration and associated tasks

The following specific planning and organizational skills will be required of the post-holder:

• Organize and coordinate diaries for planned and short notice meetings
• Ensure rooms and meetings are adequately set up prior to them taking place. This will include setting up virtual meetings with the appropriate permissions or moving equipment and occasional re-arrangement of desks/chairs for physical meetings.
• Correspond with staff and managers within the Integrated Governance and Nursing Team and Divisional colleagues as required under the direction of the Governance Lead.
• Produce monthly, quarterly and annual reports for incident trend analysis, patient safety, complaints/PALS concerns, mandatory training and guidelines under the direction of the Governance Leads.
• Collate and co-ordinate agendas, relevant paper work and minutes for Governance Meetings including, Service Quality Oversight Governance Group, Quality and Governance Committee, risk review meetings and other meetings as requested.
• Work under the direction of the Assistant Director of Governance and Assurance and Governance Leads in assisting in the implementation of key quality initiatives to support improved quality and service provision.
• Keep up to date with current Trust Policies in relation to Governance and Risk Management.