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Detailed job description and main responsibilities

Supporting the Governance & Assurance Officer, acting as an internal organisational expert on the use of the Trust incident and risk management reporting system

·       To provide appropriate access to the system to new users

·       To provide training to users commensurate with their responsibilities

·       To support the divisions with the production of reports at their request

·       To undertake changes within the system to meet the needs of the organisation.

·       To undertake quality checks of incident reported prior to ensure they are compliance with LFPSE reporting standards.

·       To manage the upload of incidents to LFPSE

·       To deliver a year-on-year improvement in the upload process to demonstrate timely external reporting of incidents.

·       To support the data base on behalf of the asset owner making approved changes within the system at the request of the asset owner

·       To act as the point of liaison between the Trust and the Incident Reporting System manufacturer to ensure the Trusts requirements are met.

·       Monitor the incident reporting system and flag incidents reported of concern to the relevant service.

To support projects, or groups of projects, that fall within the Quality Governance Team’s/Divisional responsibilities.

·       To attend project team or any other meetings relevant to the delivery of the projects aims

·       To help improvement project team members to promote and publish work being undertaken.

·       To assist in the production of project plans and maintain files relating to the projects.

To provide administrative support to the Quality Governance/Divisional Governance Team 

·       To take minutes/notes of meetings ensuring these are accurate, actions are recorded and assigned to individuals and timescales for completion are noted.

·       To agree and produce the agendas for assigned meetings.

·       To collate papers required for meetings from assigned individuals for inclusion on the agenda.

·       To maintain a data base of Patient Safety Incident Investigation (PSII) reports and any other learning responses in line with the Patient Safety Incident Response Framework (PSIRF), this includes action plans and evidence of compliance and tests of embedding of change.

·       To produce and assist in the production of reports at the request of governance/divisional colleagues.

·       To support the systems and processes that underpin all aspects of Quality Governance in the Trust as outlined in the job purpose.

·       To support the Governance and Assurance Officer with the day-to-day management of the Trust Document Management System and processes, ensuring it is up to date with accurate and reliable data available.

·       Support the management and monitoring of the requirements of the wider governance agenda and national drivers e.g. PMRT, ATAIN, Ockenden, CNST, NHSR.

·       To ensure effective systems in place to support collation of evidence to support compliance with the CQC Standards.

·       To assist in the maintenance of robust information databases / systems that will enable the accurate collation and analysis of governance data and produce reports using a wide range of software.

·       To ensure that action plans as a result of an incident, complaint, investigation or risk assessment are monitored and delivered with non-compliance escalated to the relevant specialty governance meetings and/or relevant divisional governance meetings.

To support the administration and compliance with the Central Alerting System (CAS) 

·       Review the inbox for receipt of CAS alerts.

·       Circulate alerts to designated individuals.

·       Compile responses and make the return to the CAS system.

·       Maintain a database of alerts received and responses provided.

·       Monitor returns to ensure compliance with information return deadlines.

·       Escalate early non-returns to support meeting of deadlines associated with compliance.

·       Provide information on compliance to the Governance Lead’s and Heads of Governance for inclusion in reports.

Communication, collation and dissemination of findings

·       Contribute to progress reports for internal and external audiences. 

·       Collate information for presentation at relevant committees as required.

·       Collate and publish articles in the Trust Safety First Leaflet ensuring this disseminated across the Trust and to external organisations.

·       Assist with the writing and dissemination of reports and the wider dissemination of findings through posters and formal presentations at conferences and meetings both within and outside the Trust.

Other Duties

·       Carry out any other reasonable duties within the overall function, commensurate with the grading and level of responsibility of the post.