Patient Safety & Quality Administrator, Band 3

NHS; Gloucester; On-site; GBP 24,000 - 27,000; Full time

Job summary

A healthcare trust in the UK is seeking a Patient Safety & Quality Administrator to provide essential administrative support to the Patient Safety and Quality teams. The role involves minute-taking, data entry, and supporting the management of the Datix system. Candidates should have NVQ level 3 or equivalent, strong IT skills, and a keen eye for detail. This position offers a competitive salary and the chance to work within a dedicated team focused on patient safety.

Benefits

Generous annual leave allowance

Access to NHS pension scheme

Discounts at local shops and restaurants

Access to on-site nurseries

Health and wellbeing initiatives

Qualifications

• Educated to NVQ level 3 or equivalent.
• Appropriate previous administrative experience including electronic databases or management systems.
• Ability to deal with non-routine issues and solve problems.

Responsibilities

• Provide administrative support to Patient Safety & Quality Teams.
• Support the Datix System Manager with the administration of the Trust Risk Management Software.
• Respond to enquiries from staff and external organisations.

Skills

Advanced keyboard and IT skills

Excellent written communication

Excellent verbal communication

Attention to detail

Education

NVQ level 3 Business Administration or equivalent

Tools

Microsoft Office packages

Datix software

Job description

Gloucestershire Hospitals NHS Foundation Trust

Patient Safety & Quality Administrator, Band 3

The closing date is 04 February 2026

An exciting opportunity has arisen for an experienced administrator to join the Patient Safety and Quality team at Gloucestershire Hospitals NHS Foundation Trust. The role will provide essential administrative support to the corporate and divisional Patient Safety & Quality Teams and support the Datix System Manager with the administration of the Trust Risk Management Software (Datix). The Trust is looking for a diligent, proactive, experienced administrator with excellent communication and organisational skills and a keen attention to detail.

Interview will involve a short admin task. No preparation required.

Main duties of the job

The role will provide essential administration support to the patient safety & quality team, including taking minutes, answering the phone, electronic filing, generating basic reports, data entry, responding to emails and some aspects of diary management. Previous experience of electronic databases or management systems and the ability to learn Trust specific software is essential, as the role also provides administrative support to the day-to-day management of the Trust wide risk management system, Datix.

About us

The successful candidate will work with a small, professional team, based at Gloucestershire Royal Hospital.

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 South West 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 of our innovative hospitals. As well as generous annual leave allowance, 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

Job Purpose:

- To provide administrative support to the corporate and divisional Patient Safety & Quality Teams.

- To support the DATIX System Manager with the administration of the Trust Risk Management Software (DATIX).

Key Areas of Responsibility:

- Responding to routine enquiries from all grades of staff across the Trust as well as from representatives of external organisations

- Co-ordinating and supporting the provision of training in patient safety and risk processes, including maintaining a record of all training undertaken.

- Carrying out general administration duties including: taking minutes, answering the phone, electronic filing, generating basic reports, data entry, responding to emails and some aspects of diary management and meeting scheduling.

- Supporting the transfer of sensitive and sometimes contentious information arising from safety incidents while maintaining confidentiality and using discretion.

- Managing shared email inboxes and phone lines and directing queries appropriately.

- Maintaining up to date contact and distribution lists

- Carrying out basic quality assurance checks as instructed.

- Maintaining and updating data dashboards as required

- Basic use of Trak care and electronic patient record to provide support to the Patient Safety and Quality advisors in identifying admission and appointment history for patients involved in incidents

- Ability to remain focused during repetitive tasks

- Establishing effective and open administrative processes and filing systems that enables easy access to all material by post holder and team.

- To undertake any other duties compatible with grade in discussion with Line Manager

- Managing electronic storage provisions through the use of share drives and SharePoint sites

- Supporting the Patient Safety and Quality team tracking incidents and action plans

- Responding to enquiries and providing process related advice and guidance where able and escalating queries where required.

- Entering data and generating reports from databases and spreadsheets using defined search criteria

- Supporting the Datix System Manager in the administration of the Trust risk management software for incidents, risk registers, complaints, PALS, mortality and claims

- Carrying out DATIX system administration duties to include: approving contacts, creating and modifying user profiles and resetting passwords.

0300 422 5755

Working hours Monday/Tuesday/Thursday/Friday.

Wednesday-non working day

Person Specification

Qualifications/Experience/Knowledge and Skills

• Educated to NVQ level 3 or equivalent
• Appropriate previous administrative experience including electronic databases or management systems
• Advanced keyboard and IT skills with advanced experience and competence in Microsoft Office packages to include Outlook, Word & Excel
• Able to use word processing skills to produce and format complex documents.
• Ability to deal with non-routine issues and solve problems
• Use PowerPoint to design, create and edit presentations
• Make effective use of file management on computer network drives
• Maintain up to date records in manual and electronic office systems, ensuring consistency, accuracy, attention to detail and enabling information to be located and retrieved.
• Able to collate and provide accurate information from a variety of sources
• Diligent with excellent attention to detail
• Ability to learn Trust specific software
• To accurately record and relay messages as appropriate using discretion in redirecting callers and giving advice.
• Excellent written communication, including the ability to produce formal documents such as guidance material and standard operating procedures
• Excellent verbal communication and interpersonal skills with the ability to communicate clearly and concisely
• Ability to prioritise and organise own work load with varying and unpredictable demands, working without supervision
• Excellent organisational and time management skills and ability to adhere to strict deadlines
• Proactive/ takes own initiative to seek out and implement quality improvements
• Able to follow instructions and work independently within a defined remit
• Reliable, Adaptable and Dependable
• NVQ 3 Business Administration or equivalent

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.

Employer name

Gloucestershire Hospitals NHS Foundation Trust

£24,937 to £26,598 a year(pa, pro rata if part-time)