25UHWM0809 Grade V, Quality & Patient Safety Officer

*********PLEASE COMPLETE THE APPLICATION FORM FULLY, CV'S NOT ACCEPTED**********

Principal Duties and Responsibilities

• Ensure the efficient day-to-day administration of area of responsibility.
• Provide administrative and clerical support to the QPS Dept.
• Schedule, organise and minute-take Quality and Patient Safety Committee meetings, team meetings and sub-Committee/Working Group meetings as instructed by the QPS Manager. Circulate supporting documents in advance of all meetings. Prepare draft minutes for circulation following meetings with any supporting documentation.
• Support the preparation and issuing of correspondence, reports and other documentation to the highest possible standard to ensure quality and accuracy.
• Support the management of the hospital Document Management System (currently Q-Pulse).
• Support the monitoring of documents on the hospital Document Management System (Q-Pulse) to ensure Document Owners have them updated in a timely manner.
• Have a supporting role in the monitoring of UHW/KROH performance against national and local standards e.g. HIQA National Standards for Safer Better Healthcare, National Clinical Guidelines, UHW/KROH PPPGs, through Audit or Patient/staff surveys carried out by the QPS Department, as required by the QPS Manager.
• Support the development, implementation and monitoring of QIPs in any area where it is identified that improvement is required, through local or national audit/survey/gap analysis, as required by the QPS Manager.
• Support the development and management of QPS Audit and Quality Improvement Plan (QIP) databases.
• Support data analysis carried out by the QPS Department.
• Schedule QPS Information sessions and manage room bookings for the QPS team as required.
• Support the development, promotion and implementation of QPS Study days, Quality Conferences, etc. and maintain records of attendance.
• Manage the design and publication of the monthly QPS Newsletter and developing promotional materials
• Manage the Quality and Patient Safety mailbox.
• Deal with general queries and the correct re-direction of these to the appropriate QPS team member.
• Show excellent organisational and time management skills to meet objectives and achieve quality results within agreed timeframes or to strict deadlines and with multiple competing priorities.
• Ensure that physical and IT files, records and archives are accurate, up-to-date and readily available while keeping them secure and confidential.
• Maintain confidentiality of all documentation, records and meetings.
• Maintain the QPS Departments Mandatory training record database.
• Use appropriate technology to ensure work is completed to a high standard.
• Maintain confidentiality in relation to all information across the QPS and Patient Services Department and deal with sensitive information in a calm and professional manner.
• Inform Line Management of any issues.
• Promote and maintain a service user focused environment and ensure service users are treated with dignity and respect.
• Actively participate in innovation, and support change and improvement initiatives within the service; implement agreed changes to the administration of the service.
• Encourage and support staff through change processes.

The above Job Specification is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the development of the post while in office.