Risk and Governance Business Administrator Band 3 inLondon inLondon PUBLISHED 10 DEC 2023

Core responsibilities

• The following responsibilities are generic to all administrative roles within the North Middlesex University Hospital NHS Trust.
• Develop and provide support in a professional manner for the department.
• Respond to enquiries in a friendly and courteous manner, resolving issues where possible or escalating to an appropriate team member when required.
• Communicate effectively and use appropriate interpersonal skills with people both internally and externally, maintaining the professional reputation of the Trust and department at all times.
• Portraying a professional image, maintaining confidentiality at all times.
• To continuously contribute to the progression and development of the chosen department through the provision of a high quality service.
• The post holder will be expected to complete all mandatory training provided.
• The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will carry out any other duties as may be reasonably be required by their line manager.

Main Duties and responsibilities Specific to Risk & Governance Business and Administrator

• Highly motivated and enthusiastic individual to provide and coordinate administrative and secretarial services; including for example the preparation of agendas, minutes and action trackers, taking appropriate follow up action(s) as required.
• To support the team to ensure compliance with NHS Resolution, Healthcare Safety investigation Branch (HSIB), CQC , particularly in relation to the functioning of the risk register, incident reporting, complaints and claims. Particular focus should also be around lessons learned and changes in practice.
• To work as part of a team alongside other clerical staff within the department and to be part of a wider multidisciplinary team delivering a high quality service to other staff and patients.
• Accurately input, retrieve and collate information using departmental and Trust computer systems in a timely way being mindful of data protection at all times. This includes extracting and displaying data stored within the Datix database.
• Good Knowledge of Microsoft Office (Word, Excel and Powerpoint) and other programming skills to fully utilize the Maternity software systems.
• To undertake clerical support e.g. photocopying, typing and retrieval of documentation in line with Trust and departmental procedures.
• To liaise with clinicians to obtain statements and other information required.
• Respond promptly and efficiently to routine queries referring queries on to other personnel as appropriate.
• Working with all team members in the collection of information for performance reporting on relevant team projects.
• Acting as the point of contact for teams, dealing with and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously.
• To ensure that adequate stocks of stationary are maintained and available, reporting depleted stocks to the appropriate person.
• Retrieve and process mail, incoming and outgoing telephone calls in accordance with Trust policies, arrange meetings and undertake basic diary management for the Risk Midwives.
• Liaise with other departments to assist in providing a high quality and efficient service sharing information as appropriate, supporting the Service Manager to improve and develop the service.
• To report any service or performance shortfalls to the Service Manager and work as part of the team in order to address and resolve any issues.
• To ensure that confidentiality is strictly adhered to in line with legislation and Trust policies and procedures.

Personal and people development

• Understand own level of responsibility and accountability in relation to team structure.
• Disseminate lessons learned across the Maternity Department and follow up actions assigned to individuals to ensure that solutions and outcomes are implemented to precipitate positive changes in practice.

Quality

• Contribute to an environment and team dynamics that facilitate smooth running of the Maternity Risk team.
• Ensuring that all documents uploaded onto the Trusts intranet site (e.g. minutes of meetings / guidelines) are in PDF format.

Information processing

• Develop manage and maintain databases and filing systems for management of information.
• Ensure information is shared securely both internally and externally and on a need to know basis, in line with the Trust Information Governance guidelines
• Able to perform basic troubleshooting for databases.
• Excellent IT skills / proficiency in computerised software to support the requirements of the role

Information collection and analysis

• Identify sources of information for clinical and management queries.
• Compile data as requested by Maternity Risk Team.
• Utilise multiple databases for analysis and production of relevant and useful information and reports.

Service and project management

• Conduct administrative tasks efficiently and to a high standard.
• Coordinate Maternity Risk Team activities including resources and time management.
• Coordinate multi-disciplinary meetings, taking and distributing minutes.
• Manage diaries and appointments.

Patient/Client care

• Be polite and courteous at all times

• Ensure that patient confidentiality is maintained at all times
• Be non-judgmental when dealing with sensitive issues.

Personal Development

• Attend training in line with Trust and departmental policies.
• Identify own learning needs and take appropriate measures to enhance knowledge as part of an ongoing personal/professional development.
• Maintain up to date training and knowledge to effectively move and handle equipment in a safe and effective manner.
• Foster a good working relationship with staff within and outside of the Trust.
• Work within employment guidelines and policies.

F

inancial Resources

• Organise and maintain efficient office systems.
• Use equipment in an appropriate manner, reporting any faults following the recognised organisational procedure.

Looking for an exciting career opportunity? We are looking for an administrator working on the high profile, able to work as part of a dynamic team in delivering an ambitious improvement agenda.

The role of a Business Administrator for Risk is to provide a comprehensive and effective administrative service to support the smooth and efficient running of the Maternity Risk Team.

This supports the Trust in providing high quality patient care by ensuring a cycle of continuous improvement, learning from incidents, patient experience, audit and other sources of information.

This will include supporting the maternity risk and governance team providing administrative support to the team with investigations of incidents and dissemination of learning.