Safety and Quality Administrator

To provide efficient secretarial and administrative support to the Safety and Quality team based at Wayside House, adhering to procedures and processes within service timescales, whilst operating within a busy and demanding environment. The Safety and Quality team are a group of senior managers incorporating senior staff in Nursing and Allied health Professionals, Patient Safety, PALs and Complaints, Infection Control, Data analysis and Clinical compliance., To provide a comprehensive administrative service to the Safety and Quality Team, including word-processing, drafting and producing minutes / reports / letters / business documents etc. from either/or audio or copy sources. To receive telephone enquiries and take accurate messages for the team, dealing with more complex calls and enquiries in line with Trust policies and procedures, redirecting calls where appropriate. Meet and greet visitors in a friendly and courteous manner and ensure they are directed as appropriate and in line with local procedures. Updating and managing the electronic diaries of team members. Maintenance of spread sheets and databases including the production of regular statistics and reports from such sources on a routine basis. Be responsible for organising and servicing meetings as required, including room bookings, taking accurate minutes, transcription and circulation as appropriate. Operate and maintain a robust and secure filing system. To
undertake general office duties as required including filing, photocopying, collating and distributing information, receipt and distribution of incoming and outgoing mail. To liaise with staff across the Trust, professional groups, individuals, service users and external agencies on matters relating to the work of the team., · Liaise closely with internal departments and staff (all levels, all grades) in delivering the associated programme of work
· Liaise closely with external agencies such as CQC, Coroner's Office, Local Authorities, Courts, Solicitors, Police etc.
· Prepare letters, memos, reports and other documentation from both handwritten and audio notes including documents of a sensitive and confidential nature.
· Take accurate minutes of meetings including transcription and circulation as appropriate
· Receive incoming calls for the department, taking action where appropriate or taking messages for members of the department team
· Maintain robust office systems and procedures
· Communicate with Visitors, Directors, Consultants and Senior Managers both internally and externally, whether by telephone, e-mail or in person
· Use own initiative to meet tight deadlines
· Exercise confidentiality, empathy, discretion and diplomacy skills
· Maintain a pleasant, professional and helpful manner when dealing with colleagues, patients, and relatives
· To work as an integral part of the Safety and Quality Administrative team providing a comprehensive service using word processing, spread sheets, databases and e-mail (MS Office applications)
· To assist with establishing and maintaining effective administrative systems and to deal with administrative tasks that requires the exercise of initiative through operating within broad procedural guidelines.
· Handle routine correspondence as delegated on behalf of the departmental team
· Required to work with minimal or no direct supervision, work is managed rather than supervised
· Undertake the maintenance of diaries of senior staff as required
· Arrange and book meetings, conferences, away-days, external training etc.
· Filing, photocopying and distribution of correspondence and reports as necessary and pertaining to agreed processes and procedures
· Excellent attention to detail; highly accurate and reliable
· Willingness and ability to work in a flexible manner to changing priorities and being confident in making decisions when dealing with competing priorities
· Organise own tasks/plans and prioritise own workload
· Maintain manual and computerised files including personal files.
The Trust is committed to safeguarding and promoting the welfare of individuals and expects all staff and volunteers to share this commitment. As part of our safe recruitment practice, if appropriate for the role, it is mandatory requirement for all newly appointed staff to be registered with the Disclosure and Barring Service (DBS) Update Service.
The Trust is committed to Equal Opportunities and welcomes applications regardless of age, gender, race, disability or sexual orientation. Guidance and criteria on the filtering criminal cautions and convictions can be found on the Disclosure and Barring Service website.
For more information on how our Trusts handles your data please view the 'Privacy Notice - Staff - V1.0 May 2018.pdf' at https://www.covwarkpt.nhs.uk/privacy

Coventry and Warwickshire Partnership Trust provides a full range of expanding physical, mental health and learning disability services to children, young adults, adults and older adults over many sites across Coventry, Warwickshire and Solihull.
Services are provided to a population of over one million people living in Coventry and Warwickshire and also a wider geographical area in some of our specialist services

At Coventry and Warwickshire Partnership NHS Trust (CWPT), we deliver a wide range of physical, mental health, learning disability and autism services, and are proud to serve communities across Coventry, Warwickshire and beyond.
We put 'people at our heart'; this ethos is at the centre of everything we do and how we do it. We care for our staff and colleagues as much as they care for others and offer a wide range of benefits and development opportunities.
These include:
+ generous annual leave entitlement which increases during your time with us
+ excellent learning and development opportunities, including apprenticeship frameworks, distance learning, internal training, coaching and mentoring, and much more
+ salary sacrifice schemes for Cycle to Work, home and electronics, gym membership and more
+ discounts with a range of retailers, restaurants and entertainment venues through our Employee Assistance Programme and NHS discount schemes
+ wellbeing support, including an in-house counselling service, external helpline and more
+ staff networks and support group