Role: Governance Team Administrator

Department: Governance

Hours of work: Full Time

Reporting to: Patient Experience and Quality Improvement Manager

Location: Remote with travel to site

Interview Dates: 7th and 8th October between 11:30-2:30pm

We are looking for an enthusiastic and motivated individual to join our busy Governance Team.

The Governance Team Administrator provides administrative support to the Governance team to ensure the provision of a high-quality co-ordinated clinical governance and patient safety service. The post requires the post holder to undertake a supportive role with administrative duties exercising initiative, discretion, and skill. The post holder will support other team members with administrative duties as well as producing regular and ad hoc reports.

The post holder must be able to use own initiative, work under pressure, keep to strict deadlines, and have excellent organisational, interpersonal, and communication skills.

Responsibilities

• To provide effective, efficient, and confidential administrative support to the Governance Team with minimal supervision
• To maintain electronic appointment diaries as required.
• Typing and distribution of confidential correspondence within timescales.
• To receive and respond to internal and external correspondence, taking appropriate and timely action as required, in accordance with departmental standards and processes.
• To contribute to the delivery of improvement plans and programmes as identified within key objectives.
• To act as a point of contact for all enquiries, using own initiative from experience gained.
• To maintain accurate and timely data entry to databases to meet service requirements.
• Assist with the production of the meeting agendas and associated papers, ensuring they are issued in a timely manner.
• Producing high-quality meeting minutes
• Coordinate and schedule regular governance meetings, ensuring the availability of key stakeholders, including the Medical Director and Director of Nursing and Quality.
• Liaise with staff across the organisation to chase closure of actions, escalating outstanding items as necessary.
• To organise venues, refreshments, equipment, and any necessary materials for events and meetings.
• To prioritise own workload to meet the needs of the Governance team and ensure all deadlines are met.
• To maintain up-to-date filing and archive filing systems, disposing of archived records and documentation according to policy and ensuring the confidentiality and safekeeping of such documents.
• Participate in in-house training as required
• Providing cover for colleagues as necessary and at the demands of the service
• Liaise with external bodies as required.
• Provide administrative support for internal and external audits, including gathering required documents and ensuring audit checklists are completed.
• KPI patient experience submission
• Service specific report generation
• Monitoring of Google Reviews
• Monitoring of complaints compliance and tracking
• Mandatory training updating on our Governance system.
• Booking of BLS training
• Collate data and information from various teams to support the production of governance and compliance reports.
• Assist in maintaining the governance system, ensuring that all necessary documentation (e.g., policies, meeting minutes, and reports) is uploaded and kept up to date.
• Provide administrative support for regulatory submissions, including CQC-related documents and reports.
• Assist with the preparation of presentations, briefings, and other materials as needed.
• Ensure that all governance-related files and documents are properly maintained and archived in accordance with NHS and organisational policies.