Antenatal Failsafe Officer, Band 3

Gloucestershire Hospitals NHS Foundation Trust; Gloucester; On-site; GBP 13,000 - 15,000; Part time

Job summary

Gloucestershire Hospitals NHS Foundation Trust is looking for an Antenatal Failsafe Officer (Band 3) working 22.5 hours per week to support the Antenatal team with confidential administrative duties and data management for screening programmes and immunisation in pregnancy. You will maintain failsafe databases, ensure timely reporting, and liaise with midwives and external partners to safeguard timely care.

The role requires GCSEs in Maths and English, plus IT skills and strong accuracy.

Qualifications

• GCSE grade C or above in Maths and English.
• IT skills are required.

Responsibilities

• Maintain local databases for antenatal screening and immunisations.
• Escalate missed opportunities to Midwives/ Coordinators as a priority.
• Assist in data collation for KPIs, annual reports, and audits.
• Ensure accurate patient demographics and data quality across systems.

Skills

Communication skills

Attention to detail

Flexibility

Initiative

Education

GCSE Maths & English

NVQ level 3 in administration

Tools

Hospital IT systems

Job description

Job summary

Antenatal Failsafe Officer, Band 3 (22.5 hours a week)

The antenatal failsafe officer will provide efficient, confidential, and professional administrative support to the Antenatal team. This will include administration of failsafe process for 4 national antenatal screening programmes: Infectious diseases in Pregnancy Screening (IDPS), Sickle Cell & Thalassemia Screening (SCT), Fetal Anomaly Screening Programme (FASP, consisting of screening for Down's, Edward's & Patau's syndromes and 11 identified conditions on 20 - week anomaly scan), and administration for immunisation in pregnancy and fetal medicine.

The post holder will maintain accurate antenatal failsafe databases (local) to prevent missed screens, care, and vaccinations. Enable accurate statistical information to be reported and audited both locally and nationally. Excellent communication skills between professional teams both within and external to the Trust are essential to providing high-quality services.

Main duties of the job

• To work as part of the antenatal team to support the achievement of key performance indicators (KPIs) across the maternity service.
• Assist and participate in the organisation of the Antenatal Screening Programme, immunisation in pregnancy, and fetal medicine admin.
• Assist the team with the day-to-day management of the programmes, evaluation and quality assurance of the process including the provision of antenatal information, the antenatal and screening procedures, and any onward referrals.
• Oversee and input sensitive and specific information with speed and accuracy, including examinations, results, appointments, and respective audits.
• Ensure accurate data entry onto local and national databases.
• Undertake failsafe checks for antenatal screening and immunisation programmes via failsafe processes without direct supervision.
• Daily monitoring of local databases to ensure completion and those requiring further assessment are actioned.
• Respond to and redirect, if necessary, all communications to ensure timely response.
• Identify areas of concern in a timely manner and ensure remedial action undertaken.
• Organise own time and work flexibly to best support service delivery, meeting set targets and deadlines as defined by the service.
• Respond to abnormal results or missed opportunities. Informing Midwives or the Antenatal Screening coordinators as soon as able.

About us

We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another. With a team of over 9,000 employees, we are proud to be the largest employer in Gloucestershire and rank among the top 10 largest Trusts in the Southwest region. By joining our Trust, you will benefit from an excellent package that includes exclusive benefits, flexible working opportunities and the chance to gain valuable experience in one or both of our innovative hospitals. As well as generous annual leave allowance, you will have access to the excellent NHS pension scheme, competitive bank rates, discounts at local shops and restaurants, access to two on-site nurseries, discounted public transport, reward and recognition and a range of health and wellbeing initiatives to support you.

Job responsibilities

• Maintain, monitor and assist in the development of local databases for all women eligible for antenatal screening and immunisations.
• Escalate any missed opportunities to Midwives/Screening Coordinators as a priority.
• Assist in the collation of data for local and national requirements such as Key Performance Indicators, annual reports and local audits.
• Ensure that patient demographic details and miscarriage notifications are up to date and accurate on patient systems through cross reference with other departments and Midwives. This requires great accuracy and precision with no margin for error.
• Ensure that effective communication links are maintained between the Antenatal Team and linked departments/external providers relevant to the programmes.
• Assist the Antenatal team with ensuring that Midwives and MCAs maintain all Quality Assurance (QA) Standards wherever possible and ensure that the Lead Midwives are kept informed of all problems including discrepant data and non-adherence to national protocols.
• Maintain on-going daily audits, as part of service specification for the programmes.
• Apply knowledge in non-routine activities, answering queries, progress chasing, task related problem solving of own initiative in relation to patient care and relevant administrative tasks.
• Use analysis and sound judgement, investigative skills in clinical data and information to determine the appropriate plan of action for events/repeats if required
• To be confident and competent when handling telephone/face to face conversations. To ensure answers to queries, provide resolutions of individual concerns including straightforward clinical advice to parents such as explanation of the pathways.
• To assist in investigation of complaints or serious incidents of the Antenatal service.

Qualifications and Training

Essential

• Educated to GCSE grade C or above (or equivalent) in Maths and English
• IT Skills

Desirable

• NVQ level three in administration or equivalent health care experience

Knowledge and Skills

Essential

• Good written and verbal communication skills with a good command and understanding of English, punctuation and grammar
• Good interpersonal skills for dealing with people internal and external to the organisation.
• Ability to work flexibly within a team
• An excellent, professional telephone manner to minimise conflict, resolve queries and maintain the reputation of the organisation when dealing with all calls
• Ability to read notes, extract data and document accurately on the relevant systems

Experience

Essential

• Experience in a hospital or office environment

Desirable

• Ability to demonstrate proficient use of hospital systems
• Screening/immunisation knowledge/experience

Personal Attributes

Essential

• Flexible and able to react to changes
• Excellent attention to detail due to high accuracy data entry
• Ability to use initiative and sound judgement when reviewing outcomes, and data quality
• Ability to handle occasional distressing circumstances and able to process the sensitive data accurately and contacting relevant teams

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.