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Birmingham Community Healthcare NHS Foundation Trust
About
We provide high quality, accessible and responsive community and specialist services within Birmingham and the West Midlands. We deliver over 100 clinical services, out in peoples homes and in over 200 hospitals, health centres and clinics. We provide services for adults, children, people with learning disabilities, those with rehabilitation needs and also dental services.
Band 4 Governance Support Coordinator
Accepting applications until: 06-Aug-2024 23:59
Vacancy status: Open
Accepting applications until: 06-Aug-2024 23:59
Key details
Location
- Site
- Moseley Hall Hospital
- Address
- Alcester Road
- Town
- Birmingham
- Postcode
- B13 8JL
- Major / Minor Region
- Birmingham & The Black Country
Contract type & working pattern
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Mon-Fri)
Salary
- Salary
- £25,147 - £27,596 per annum
- Salary period
- Yearly
- Grade
- (Band 4)
Specialty
- Main area
- Governance and Performance
- Interview date
- 29/08/2024
Job overview
***This job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested***
An exciting opportunity has arisen for a dedicated and self-motivated Governance Support Coordinator to join the Governance and Performance Team within the Adults Community Services Division.
The successful candidate will support our Team through the provision of tasks relating to Clinical Governance, Assurance and Performance along with administrative and clerical tasks required to facilitate the improvement of quality and patient safety processes across the division. The post holder will assist the division in ensuring compliance with any relevant external standards including provision of tasks related to management of medical devices for divisional services and managers to ensure that the division maintains an accurate record of medical devices.
Candidates need to be flexible and able to adapt working styles, you should be able to demonstrate experience in developing and maintaining administrative processes that meet governance requirements.
We require someone who is enthusiastic and motivated and able to work to a very high standard of accuracy. An exceptional eye for detail and excellent organisational skills are also essential for this role and the successful candidate will be expected to demonstrate initiative in planning and prioritising their workload in a way that supports the work of the whole team.
Advert
Provide an administrative support to the divisional Governance and Performance Team/Senior Management Team as required.
Extract data from DATIX and other information systems, collate and group themes relating to incident and risk reporting to support members of the Team.
Support with monitoring and facilitation of processes aligned to reported incidents, risks, complaints, Patient Safety Alerts, NICE guidelines, Health and Safety Risk Assessments and effective management of medical devices across the division.
Facilitate tasks associated with Subject Access Requests and Freedom of Information Requests received by the Division including handling of patient’s Medical Records and other sensitive and confidential documentation.
Support the co-ordination of any internal CQC Quality Inspections across the Division as instructed, by the Clinical Governance Lead, other divisional Senior Managers.
Working for our organisation
IMPORTANT
· Please ensure you check your TRAC account regularly as this is how we will communicate with you during the shortlisting and selection process.
· Please ensure all sections of the application form are completed fully. Please particularly ensure that you provide full details of all referees including BUSINESS EMAIL ADDRESS, telephone contact details and postal address
Be Part of Our Team...
Birmingham Community Healthcare NHS Foundation Trust (BCHC) has more than 5000 staff working across Birmingham and the West Midlands in a wide range of community nursing and specialist healthcare roles. BCHC delivers over 100 clinical services, in people's homes, health centres, clinics and inpatient facilities. We deliver a wide range of services for children, young people, parents and families as well as adults and community services, two community hospitals, services for people with learning disabilities, the internationally recognised West Midlands Rehabilitation Centre and one of Europe’s leading Dental Hospitals and School of Dentistry. We deliver all of this with a commitment to integrated, personalised care that is rooted in our local communities. We have an ambition to deliver outstanding, integrated care as one of the key NHS providers in the West Midlands.
If you want to ‘Be Part of Our Team’ and work with a Foundation Trust which is continuously striving for better care and healthier communities, we want to hear from you.
Detailed job description and main responsibilities
General Governance
1. To be the first point of contact for the Divisional Clinical Governance Team dealing with routine and non-routine enquiries, communicating relevant information to the most appropriate person in the Team. Answering telephone calls, taking messages and passing on to the relevant person and signposting. Ensure that all received correspondence is triaged and prioritised appropriately.
2. Actively support with monitoring of incidents, risks and associated actions in line with handling timeframes and send out breach of time frame alters to incident/risks handlers.
- Extract data from DATIX and other information systems, collate and group themes relating to incident and risk reporting to support members of the Governance Team.
- To support with monitoring the quality of the incidents reported and contact reporters, if needed advising of changes necessary to achieve the standard required as instructed by the Clinical Governance Lead.
- To undertake data for Subject Access Requests in a timely manner, following information governance principles and processes, and though liaison with clinical and non-clinical colleagues representing divisional services.
- To handle patient’s Medical Records and other sensitive and confidential documentation appropriately in line with Data Protection and Data Security principles.
- To support with management of Freedom of Information Requests received by the division in a timely manner.
- To assist divisional Clinical Governance Lead in the management of complaints, including maintaining complaints log, summarising of lessons learned and actions from closed complaints, supporting in the arrangements for complaints lessons learned workshops as well as tracking of progress on completion of agreed actions with Service Clinical Managers and Group Clinical Managers. This will require handling of sensitive confidential information of both service users and staff.
- To assist in the cascade of Safety Alerts, NICE Guidelines and to maintain communication with services/managers regarding compliance of any required actions.
- To support the co-ordination of any internal CQC Quality Inspections across the Division as instructed, by the Clinical Governance Lead, other divisional Senior Managers.
- To support the H&S framework, including help with divisional monitoring of internal processes as well as compliance with H&S Risk Assessments across the division.
- To support dissemination of actions identified from internal/external visits or audits, and collating progress update on actions completion from individual services/teams as instructed by the divisional Clinical Governance Lead and Senior Management team
- To ensure that the divisional medical device register is maintained and up to date - new equipment is added to the register and equipment no longer in use or relocated is updated accordingly.
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To provide support, guidance, and assist with delivering training as required to individuals across the division to ensure Medical Devices are recorded within the Trust Datix System and that Datix equipment record corresponds with equipment servicing Contractor’s data base by working in a partnership with Centralised medical Devices team.
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Ensure that appropriate training provided within the division, assessments, any other appropriate information are recorded on the divisional database. Training needs will be carried out in line with the trust policy/divisional process.
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To monitor divisional equipment servicing arrangements and escalate any difficulties to divisional Clinical Governance Lead and service Senior Managers in line with expected timeframes.
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Collate and monitor data by identifying any trends or gaps referring to equipment servicing arrangements and disseminate this data on a regular basis to divisional Governance Lead to improve compliance and quality.
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Support the divisional Senior Management Team to implement changes to medical devices compliance and maintenance to improve clinical quality for patients in accordance with the NHS Improvement and MHRA national framework and legislative guidance with support available from the Centralised Medical Devices Team.
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Promote reporting incidents related to medical devices across the division.
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Provide support with collation and completion of regular and quarterly/annual reports relating to medical devices for the divisional Clinical Governance Lead/Senior Management Team.
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Participate in and contribute to the effective introduction of new systems and initiatives leading to the improvement and development of the management of Medical Devices across the division. This will require traveling and undertaking of site visits across the division.
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Ability to recognise situations that should be referred onto the divisional Senior Management Team and take prompt and appropriate action as required in relation to Medical Devices compliance.
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Assist the divisional Clinical Governance Lead and Senior Management Team in developing clear process for Divisional Teams in monitoring Medical Device’s and the requirement for replacements equipment and the servicing of equipment with support available from the Centralised Medical Device team.
Office duties
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To undertake the administrative tasks associated with the divisional clinical governance meetings including formulating agendas, maintaining action logs, sending out invites, taking minutes as instructed by divisional Clinical Governance Lead.
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Produce a range of high quality correspondence, letters, reports, presentations or spread sheets, ensuring all documents are accurate and produced to a high standard.
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To use a range of additional IT systems including Microsoft Office package, RIO, One Trust and DATIX (Risk, incident Reporting tool, equipment, NICE and alerts), eProcurement, as well as external data bases from external partners (external equipment data base/other) to create reports, tables, charts and graphs.
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Create and maintain local data bases/logs to monitor compliance for a range of actives such as progress on actions identified from quality assurance or board visits, audits, patient safety alerts, closed complaints and incidents, Duty of Candour arrangements, reporting deadlines, Subject Access Request, Freedom of Information Requests, NICE Guidelines, and other as advised by the divisional Clinical Governance Lead.
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Develop and maintain comprehensive office systems to ensure that clerical support to the team is provided including effective management of multiple shared email inboxes, Outlook calendars, organising and sorting electronic and paper files, organising meetings, booking meeting rooms as necessary, printing and scanning documents.
Disability Confident Employer and Guaranteed Interview Scheme
BCHC offers a guaranteed interview to any candidate who is Disabled, Neurodiverse, has a hidden or long term health condition as recognised under the Equality Act 2010, providing they meet the essential criteria of the job role, as set out in the person specification. We encourage applicants to submit their applications and to request any reasonable adjustments where required.
Equality, Diversity and Inclusion
Birmingham is a fantastic place to live and we serve a wide range of people and communities. BCHC are an advocate of diversity and strive to mirror the community we serve as much possible.
We are committed to and actively promote equality of opportunity for all staff and applications from individuals from all areas of the community who meet the specific criteria are encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief and marriage/civil partnerships.
Promoting Workforce Equality
In response to data held by BCHC which demonstrates that individuals from particular protected characteristics are under-represented, BCHC are striving to redress these imbalances. In order to do this, the Trust is committed to the employment and career development of individuals with these protected characteristics. As part of this commitment and given this under-representation, the Trust guarantees an interview to any applicants from under-represented groups for positions at Band 8a and above whose application meets the essential criteria for the post as detailed on the Person Specification.
The Trust is currently under-represented in terms of people who identify as Black, Minority Ethnic (BME) and welcomes applicants from these communities. Selection will be on the basis of merit. In order to ensure the diversity of our workforce and understand the differing needs of our communities, the Trust is committed to the principles of Positive Action.
Flexible Working
Birmingham Community Healthcare NHS Foundation Trust (BCHC) supports a variety of flexible working practices and, where possible (given our range of services and community settings) dependent upon the requirements associated with the role, will actively consider requests made and support these where practically possible. This may include hybrid patterns of working to enable colleagues to request the flexibility of a mixture of home/base working.
In accordance with the NHS People Promise, the Trust is committed to facilitating a healthy work/life balance that is essential to health and wellbeing and to making BCHC a ‘Great Place to Work’. We will be happy to discuss and consider all requests relating to working patterns and hours at your interview so please do ask!
Benefits of working for us:
- Full NHS terms and conditions including extensive holidays, Agenda for Change pay with enhancements
- Attractive relocation payment if you relocate to the local area.
- Discounts for local and national retailers
- Dedicated well-being services for all employees
- Flexible working where possible
Applicant requirements
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.
Person specification
Qualifications
Essential criteria
- Good standard of general education - GCSEs qualification in English and Mathematics level A-C or 9-4 or equivalent.
- Educated to NVQ 3 Level or equivalent
Desirable criteria
- Evidence of continuing learning and development in subjects relevant to post
- Clinical or healthcare science professional qualification or relevant experience
Experience
Essential criteria
- Relevant experience of working within Administrative /Coordinator roles in a busy and fast-paced environment
- Experience of working in a quality governance and/or risk environment
- Proven track record of successful working with different staff groups
Desirable criteria
- Experience of working in a quality governance and/or risk environment ideally within the NHS.
- Development and use of information systems to support change and improve quality or appropriate skills to support this
Skills and Knowledge
Essential criteria
- Excellent oral and written communication skills / report writing, presentation and minute taking skills
- Ability to use IT packages, including Microsoft Office
- Well developed analytical and problem-solving skills
- Excellent organisational and time management skills
Desirable criteria
- Understanding of clinical governance agenda / quality agenda and recent patient safety initiatives
- Knowledge of current healthcare legislation / standards and assessment processes and requirements
- An understanding of Risk Management /Patient Safety Incident Review Framework
Further details / informal visits contact
- Name
- Paulina Kasinska
- Job title
- Clinical Governance Lead
- Email address
- [email protected]
- Telephone number
- 0121 466 6128
- Additional information
Available for a call Monday to Friday between 9:00-16:00, excluding period 12/08/2024 - 26/08/2024.
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