Nursing, Quality and Patient Safety Team Administrator

Gateshead Health; Gateshead; Hybrid; GBP 25,000 - 32,000; Full time

Job summary

Gateshead Health is seeking an organised administrator to join the Nursing, Quality and Patient Safety Team as Team Administrator. You will support patient safety, quality governance and patient experience across the Trust, coordinating meetings, papers and minutes, and maintaining secure records.

You will work with senior colleagues, handling confidential information with good judgement. Key duties include supporting the Deputy Chief Nurse and Associate Director of Nursing for Patient Safety,

Qualifications

• Use of Microsoft packages.
• Understanding of clinical systems.
• Experience in working in the NHS setting.

Responsibilities

• Coordinate forward work programmes for patient safety and quality meetings.
• Arrange meetings, rooms or virtual facilities, calendar invites and attendance lists.
• Prepare draft agendas and request reports from responsible leads.

Skills

Microsoft packages

Clinical systems

NHS experience

Education

NVQ Business Administration

Job description

Nursing, Quality and Patient Safety Team Administrator

We are looking for an organised and experienced administrator to join the Nursing and Quality Directorate as our Quality and Patient Safety Team Administrator.

This role provides essential administrative support for patient safety, quality governance and patient experience activity across the Trust. You will support the Deputy Chief Nurse and Associate Director of Nursing for Patient Safety and help coordinate the meetings, information and actions that enable senior leaders to maintain oversight of the quality and safety of patient care.

You will organise formal meetings, prepare and distribute papers, produce accurate minutes and maintain action and decision logs. You will also support patient safety reviews and assurance processes by coordinating information, maintaining secure records, monitoring deadlines and following up outstanding actions.

The role requires someone who can work independently, manage competing priorities and use judgement to identify urgent or sensitive matters that require escalation. You will regularly work with senior clinical and corporate colleagues and will handle confidential information relating to patients, families and staff.

This is an opportunity to make a practical contribution to the Trust's patient safety and quality agenda by ensuring that important governance processes are well organised, accurate and completed on time.

Main duties of the job

• Provide comprehensive administrative support for patient safety, quality governance and patient experience activity.
• Support the Deputy Chief Nurse and Associate Director of Nursing for Patient Safety with meeting coordination, correspondence, information requests and key deadlines.
• Coordinate designated patient safety and quality governance meetings, including forward planning, agendas, papers, minutes and action logs.
• Maintain accurate records of decisions, actions, responsibilities and completion dates.
• Follow up outstanding information and overdue actions, escalating delays to the appropriate lead.
• Support the administration of patient safety reviews and other quality processes by coordinating meetings, gathering documents and maintaining secure case records.
• Maintain trackers, databases, shared inboxes and document libraries used to monitor patient safety and quality activity.
• Collate information for assurance reports, dashboards, governance returns and senior leadership briefings.
• Manage sensitive and confidential information in accordance with information governance requirements.

About us

Based in the North East of England we provide a range of hospital and community health services from our leading facilities, including the Queen Elizabeth Hospital, Blaydon urgent care centre and Bensham Hospital, all within Gateshead.

Established in 2005, we were one of the first foundation trusts in the country and since then have consistently achieved the highest levels of care for patients.

We now employ around 4,800 staff and currently provide 444 hospital beds across the Gateshead region.

Our values should be the 'golden thread' which runs through everything we do - they are the core of who we are. Our five values can easily be remembered by the simple acronymICORE; Innovation, Care, Openness, Respect, Engagement.

We have a number of staff networks including the Global Ethnic Majority (GEM) network, D-Ability network, LGBTQ+ Network and the Women's Network, to challenge us and help us to constantly improve. Our Armed Forces network is one of our emerging networks.

The health and wellbeing of our staff is one of our highest priorities, and we offer a range of support and initiatives as part of our 'Balance' programme balancegateshead.com to cater for our diverse workforce, so that your individual needs can be supported, allowing you a happy and healthy working experience with us.

Job responsibilities

• Coordinate the forward work programmes for designated patient safety, quality governance and patient experience meetings.
• Arrange meetings, rooms or virtual facilities, calendar invitations and attendance lists.
• Agree draft agendas with meeting chairs and request reports and supporting papers from responsible leads.
• Monitor submissions, identify missing information and compile accurate meeting packs within required timescales.
• Attend designated meetings and produce clear and accurate minutes or action notes.
• Maintain action and decision logs, follow up responsible leads and highlight overdue or incomplete actions.
• Provide administrative support to the Deputy Chief Nurse and Associate Director of Nursing for Patient Safety, including diary coordination, meeting preparation, correspondence, presentations and tracking deadlines.
• Monitor shared inboxes and correspondence, assess urgency and ensure time-critical patient safety or quality matters are escalated promptly.
• Support patient safety reviews and other quality processes by arranging meetings, gathering documentation, maintaining case records and monitoring agreed actions.
• Maintain accurate trackers and information systems relating to incidents, learning responses, complaints, patient experience, audits, reviews and improvement actions.
• Collate data and narrative updates for reports, dashboards and assurance returns, checking information for completeness and following up any gaps.
• Maintain secure electronic records and clear audit trails, including appropriate access controls, file naming and version control.
• Prepare letters, reports, presentations, briefing documents and other materials to a high standard.
• Communicate professionally and sensitively with staff, patients, families, carers and external organisations.
• Support surveys, audits, learning events, service evaluations and quality improvement activity.
• Develop and maintain effective administrative procedures and standard templates.
• Work independently within agreed procedures, recognising when matters require escalation or clinical and professional judgement.
• Provide flexible support across the Nursing and Quality Directorate and contribute to effective team working.

Person Specification

Experience

• Use of Microsoft packages
• understanding of clinical systems
• experience in working in the NHS setting

Qualifications

• NVQ Business Administration

Disclosure and Barring Service Check

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.