Governance Administrator

Uhmb; Kendal; Remote; GBP 21,000 - 32,000; Full time

Job summary

University Hospitals of Morecambe Bay NHS Foundation Trust is seeking a Governance Administrator to support the Governance Advisor, ensuring data quality on the Ulysses Safeguard system and accurate use of the RMS Incident Module.

The role requires handling confidential information, organizing diaries, taking minutes, and ensuring timely action. Applicants should have NVQ3 in administration, GCSEs, strong Office skills, and the ability to work independently within a small team.

Qualifications

• NVQ3 in administration or equivalent experience.
• GCSE Maths and English or equivalent.
• Experience of working with confidential information.
• Computer literate with experience of Microsoft Office.
• Ability to communicate effectively.
• Capable of working on their own for periods of time.
• Experience of working within a small team and Team Player.
• Knowledge of Ulysses Safeguard.
• Experience of working with NHS databases including a Risk Management System (RMS).

Responsibilities

• Be the first point of contact for safety incidents and alerts and filter/prioritize contacts.
• Provide information or advice about the alert or incident reporting process and systems.
• Take details from staff involved in incidents and pass to the appropriate person.
• Organise and plan diaries and appointments, arrange meetings and book rooms.
• Take and transcribe formal minutes for meetings including patient safety meetings.
• Adhere to Trust Policies and complete audit trails for incident consolidation.

Skills

Admin NVQ3

Confidential info handling

Effective communication

Independent work

Team player

Adaptable workload

Ulysses Safeguard

NHS RMS knowledge

Education

NVQ3 in administration or equivalent

GCSE Maths and English

Tools

Microsoft Office

Ulysses Safeguard

NHS databases (RMS)

Job description

''Creating a great place to be cared for and a great place to work''

University Hospitals of Morecambe Bay has a firm commitment to strengthening the diversity of our workforce, and therefore welcome and encourage applications from likeminded people who can support our ambition to become effortlessly inclusive. We are particularly keen to hear from protected groups – including BAME, LGBT+ and people with a disability.

Job overview

An exciting opportunity to join the Trust's Patient Safety Team as a Governance Administrator.

The role provide comprehensive administrative and operational support to the Governance Advisor ensuring adequate data quality and information is received onto the Ulysses Safeguard system and that the Risk Management System (RMS) Incident Module is used to accurately record and manage clinical incidents and alerts. The post holder should exercise initiative and commensurate with the role, it is vital that confidentiality be maintained at all times.

The post holder will carry out work in a way to make a direct and positive contribution to the department/organisation.

Main duties of the job

To be the first point of contact for any enquiry about safety incidents and alerts, this will involve:

Filtering and prioritising contacts.

Providing information or advice about the alert or incident reporting process and systems

Taking details from staff involved in incidents and passing to the appropriate person.

To organise and plan diaries and appointments, arranging meetings and booking rooms for the Governance Advisors and Patient Safety Manager.

Take and transcribe formal minutes for various meetings including the patient safety meeting, ensuring any queries raised are followed up.

Adhere to the appropriate Trust Policies.

Complete audit trails for incident consolidation and ensure that duplicate entries are managed.

Working for our organisation

We operatefrom three main hospitals-Furness General Hospital (FGH) in Barrow, the Royal Lancaster Infirmary (RLI), and Westmorland General Hospital (WGH) in Kendal, as well as a number of community healthcare premises including Millom Hospital and GP Practice, Queen Victoria Hospital in Morecambe, andUlverstonCommunity Health Centre.

FGH and the RLI have a range of General Hospital services, with full Emergency Departments, Critical/Coronary Care units and various Consultant-led services.

WGH provides a range of General Hospital services, together with an Urgent Treatment Centre, that can help with a range of non-life threatening conditions such as broken bones and minor illnesses.

All three main hospitals provide a range of planned care including outpatients, diagnostics, therapies,daycase and inpatient surgery. In addition, a range of local outreach services and diagnostics are provided from community facilities across Morecambe Bay.

Detailed job description and main responsibilities

For further details on the advertised position and the principal job duties/responsibilities, please refer to the Job Description and Person Specification found under the supporting documents section. Additional information about the University Hospitals of Morecambe Bay can be accessed on our website.

Person specification

• NVQ3 in administration or equivalent experience
• GCSE Maths and English or equivalent
• Experience of working with confidential information
• Computer literate with experience of Microsoft Office
• Ability to communicate effectively
• Capable of working on their own for periods of time
• Experience of working within a small team and Team Player
• Ability to adapt to changing workload
• Knowledge of Ulysses Safeguard
• Experience of working with NHS databases including a Risk Management System (RMS)

PLEASE NOTE THAT SHORTLISTED APPLICANTS WILL BE CONTACTED BY EMAIL.

We are committed to Equal Opportunities and aim to be EffortlesslyInclusive .

The trust operates a No Smoking Policy.

Only those applicants who demonstrate clearly how they meet our Person Specification will be shortlisted for Interview.

We reserve the right to close a job advert early where sufficient applications have been received.

The Trust does not offer interview expenses to shortlisted candidates unless indicated in the advert

If the post is subject to Disclosure & Barring Service checking, (formally CRB) a charge of £49.50 for Enhanced and £21.50 for Standard clearance and additional to this a £4.90 administration fee will be made to the successful candidate(s). This currently only applies to roles Band 6 and above and Medical & Dental posts.

Anyone newly appointed to the trust under the Agenda For Change contract, will be subject to the completion of a satisfactory 4 month probationary period. This will give the new staff member an opportunity to become familiar with the role and working environment.

We have introduced a new system called Pre-Onboarding, specifically to support you right the way through to your first few months in your new role with us atUHMB. This bespoke site has lots of useful information to help you settle into your new roleincluding: what to expect from the recruitment clearances process, where to get a uniform, when you'll get paid etc. As well as information on a number of our services i.e. Infection Prevention, Anti-fraud, Inclusion and Diversity, Care Certificates and much more. To access click on this link https://www.uhmb.nhs.uk/uhmbt-pre-onboarding .

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.