Incident Reporting / Risk Register Administrator

Leeds and York Partnership NHS Foundation Trust; Leeds; On-site; GBP 28,000 - 31,000; Part time

Job summary

Leeds and York Partnership NHS Foundation Trust is seeking a highly organised Incident Reporting / Risk Register Administrator to join the Clinical Governance and Patient Safety team. You will manage DATIX incident reporting, risk registers, and safety alerts with a focus on data quality, compliance, and timely reporting across the Trust.

The role offers part-time, fixed-term 6 months, 30 hours per week, with responsibilities including user support, training, dashboards, action tracking, and

Qualifications

• Educated to GCSE level or equivalent.
• Ability to work effectively and accurately without supervision, using own initiative.
• Excellent interpersonal and communication skills, both written and verbal.
• Experience of dealing with confidential and complex/sensitive information.
• Knowledge of Incident reporting systems and how to effectively use the data analysis.

Responsibilities

• Manage the day-to-day administration of the Trust's DATIX incident reporting, risk register and safety alerts systems, ensuring data accuracy, quality and compliance.
• Provide first-line support, guidance and advice to staff on incident reporting, risk management processes and the use of DATIX.
• Monitor, review and cleanse incident and risk data, promoting timely completion and adherence to Trust standards and reporting requirements.
• Produce routine and ad hoc reports, dashboards and performance information to support patient safety, clinical governance and risk management activities.
• Coordinate the Trust Risk Register process, including action tracking, compliance monitoring and reporting to governance groups and committees.
• Deliver training, coaching and support to staff on incident reporting and risk register management, creating guidance materials and promoting best practice.

Skills

Ability to work independently

Interpersonal communication

Education

GCSE level or equivalent

Tools

DATIX

Job description

Are you looking for mental health jobs in Leeds, York or with one of our regional services operating across the country? We have a range of NHS Job opportunities, placements and specialities in our clinical, research, and professional support teams across Leeds and York.

At Leeds and York Partnership NHS Foundation Trust (LYPFT), we strive to provide high-quality mental health and learning disability services as an employer of choice. We can only achieve this by putting our staff and the people using our services at the centre of everything we do. This starts with the people we employ. We recruit based on values and qualifications (where required) and believe lived experience is an advantage. We look for potential, not perfection, and this means that together, we are as diverse as the communities we care for.

Simply put, we seek out people who care, act with integrity and have the right skills. We want to add to our incredible colleagues, students and volunteers who share these principles, with people like you, who find empathy comes easily and who treat everyone with respect without thinking. Search our latest jobs to start your journey with us.

Band 4

Main area Clinical Governance and Patient Safety Grade Band 4 Contract Fixed term: 6 months (Secondments also considered) Hours 30 hours per week (Part time - 30 hours per week) Job ref 173-42926-COR-A

Site St Mary's House Town Leeds Salary £28,392 - £31,157 Per Annum pro rata Salary period Yearly Closing 05/10/2026 23:59

Job overview

We are seeking a highly organised and proactive Incident Reporting / Risk Register Administrator to join our Clinical Governance and Patient Safety team. This pivotal role provides day-to-day administration and support for the Trust's DATIX incident reporting, risk management, and safety alert systems, helping to ensure high standards of patient safety, governance, and regulatory compliance across the organisation.

The post holder will be responsible for monitoring and maintaining incident and risk data, supporting users across the Trust, producing reports and dashboards, coordinating risk register processes, delivering training, and providing expert guidance on the effective use of DATIX. Working closely with clinical and non-clinical staff at all levels, the role plays an important part in promoting accurate reporting, strengthening risk management practices, and supporting continuous quality improvement.

The ideal candidate will have strong administrative and analytical skills, excellent attention to detail, experience of working with databases and reporting systems, and the ability to communicate confidently with a wide range of stakeholders. They will be committed to delivering high-quality support, improving data quality, and contributing to the Trust's patient safety and clinical governance objectives.

Main duties of the job

Manage the day-to-day administration of the Trust's DATIX incident reporting, risk register and safety alerts systems, ensuring data accuracy, quality and compliance.

Provide first-line support, guidance and advice to staff on incident reporting, risk management processes and the use of DATIX.

Monitor, review and cleanse incident and risk data, promoting timely completion and adherence to Trust standards and reporting requirements.

Produce routine and ad hoc reports, dashboards and performance information to support patient safety, clinical governance and risk management activities.

Coordinate the Trust Risk Register process, including action tracking, compliance monitoring and reporting to governance groups and committees.

Deliver training, coaching and support to staff on incident reporting and risk register management, creating guidance materials and promoting best practice.

Administer user access and security permissions within DATIX, ensuring compliance with Trust policies and procedures.

Support the management of national patient safety reporting requirements, including monitoring and correcting reporting failures where required.

Working for our organisation

The Leeds and York Partnership NHS Foundation Trust (LYPFT) is the main provider of Mental Health and Learning Disability services in Leeds. We also provide specialist inpatient services in York and some highly specialised services across the country. As a teaching trust with strong links to local universities, we are a centre of excellence for teaching, research and development.

There are many benefits of working for LYPFT including fantastic employee wellbeing support, 27 - 33 days annual leave, flexible working and remote working arrangements, the NHS Pension Scheme, coaching, support and opportunities for career development and training and education support alongside a range of exclusive discounts and payment schemes including for cars, extra leave days and more NHS Discount Offers.

We also have a bank department, offering variety of roles in nursing, allied health professions, healthcare support worker and administration clerical. Permanent employees are automatically added to bank.

Applicants should be aware that individuals requiring a visa to work in the UK, the Trust only provides sponsorship for registered healthcare practitioner roles(this does not include Healthcare Support Workers). This is an essential requirement, and the Trust is unable to offer you a role if you do not meet Trust requirements for sponsorship and Home Office requirements for a visa.

Detailed job description and main responsibilities

Organise and support meetings, maintain action logs, produce minutes and provide wider administrative support to the Patient Safety and Clinical Governance teams.

Work collaboratively with colleagues across the Trust to improve reporting processes, data quality and the effective use of risk management systems to support continuous improvement in patient safety.

This is an excellent opportunity for an individual with administration, governance, risk management, or patient safety experience who is looking to make a meaningful contribution to improving the quality and safety of healthcare services.

We recruit people based on their values and qualifications (where required) and believe that their lived experience is an advantage, this means that together we are as diverse as the communities we care for. Simply put, when we employ caring people who act with integrity and have the right skills, we can give those with mental health challenges, learning disabilities and neurodiversity high-quality care and support to live fulfilling lives, and make our staff feel purposeful, happy and valued.
All our information is available in accessible formats. Please contact the Recruitment team [e-mail]
Attached to this advert is our candidates guide to values-based recruitment and supporting guidance on how to make a successful application.
If you require a reasonable adjustment, please contact the Recruitment Team or see the attached candidate guide to reasonable adjustments.
To find out more about the key responsibilities and the specific skills and experience you’ll need, look at the Job Description & Person Specification attachments under the Supporting Documents heading.
So that you’re even more equipped to make an informed decision to apply to us, you’ll need to take time to read the Candidate Guide to Values Based Recruitment. This document provides you with information to help you apply.

Qualifications

• Educated to GCSE level or equivalent

Skills

• Ability to work effectively and accurately without supervision, using own initiative
• Excellent interpersonal and communication skills, both written and verbal

Experience

• Experience of dealing with confidential and complex/sensitive information

Knowledge

• Knowledge of Incident reporting systems and how to effectively use the data analysis

Values

• Tell us about a time when you spotted something small going wrong and did something to stop it becoming a bigger issue.
• Tell us about a time when you realised a colleague or someone you know needed a bit of support and you offered to help.
• Tell us about a time when you showed someone kindness or understanding.

Applications are welcomed from candidates who wish to apply for a position based on a smarter (Hybrid) or flexible working arrangement. Where candidates are successful at interview, flexible working arrangement requests will be taken into consideration and may be accommodated where the needs of the service allow.

Fixed Term Contracts for existing NHS Employees – temporary contracts for employees of LYPFT, or colleagues joining from another NHS Trust, will be offered on a secondment basis wherever possible. In the event this is not possible, an FTC would be issued and this would require a break in service of two weeks.

The purpose of a temporary is role could be for maternity cover, temporary funding or some other reason. At the end of which the need for the temporary work will cease. Temporary roles can stop, be extended and/or made permanent at any point during the period of work. Should the role become permanent then the post-holder will be informed of the process to be followed to convert the position to a permanent one.

All new employees are required to subscribe to the DBS Update Service.

Patient Safety is a priority at LYPFT with a focus on system-based improvement and creating opportunities for learning. We will ensure compassionate engagement with all those involved in an incident and all incidents are met with a proportionate response. LYPFT is committed to upholding its’ statutory responsibilities in relation to safeguarding adults and children. Please refer to job description for further information.

LYPFT is a member of the Disability Confident scheme and is committed to providing a fully inclusive and accessible recruitment process.

As part of the Trust's commitment to its Gold Standard Armed Forces Covenant status, members of the Armed Forces Community are entitled to a guaranteed interview subject to meeting the role criteria.

We welcome applicants with lived experience of providing unpaid care and/or support to a family member or friend with a disability, health condition, frailty, mental health problem, addiction or other health needs.

Please note that the Trust reserves the right to close the vacancy before the closing date if enough applications are received. It is in the candidate’s best interest to apply as soon as possible. In submitting an application form, you authorize Leeds and York Partnership NHS Foundation Trust to confirm any previous NHS service details via the ESR IAT process should you be appointed to the post.

In applying for a role please ensure that you only declare qualifications that are relevant to the role itself. We reserve the right to check all declared qualifications on an application form, whether they are directly relevant to the role or not.

Please note: The Trust does not offer reimbursement of interview expenses.

Careers in Leeds

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