Operations Co Ordinator in Poole

The Health Services Safety Investigations Body (HSSIB) is established under the Health and Care Act 2022 and has been operating since October 2023. HSSIB is a fully independent arm's length body with a powerful mission to investigate patient safety concerns in a way that drives learning, not blame. Its work is unique in healthcare, combining the rigour of safety‑critical industries with a compassionate, systems‑based approach that helps shape safer care across the NHS and beyond. HSSIB aims to improve patient safety across the healthcare sector by carrying out expert investigations to determine the causes of accidents and serious incidents, and makes safety recommendations intended to prevent recurrence and to improve safety across the healthcare system.

As an Operations Coordinator, you'll play a vital role behind the scenes of this nationally significant work. The postholder will provide efficient and effective administrative support across the Integrated Capability Building function, working flexibly to meet the needs of Investigations, Programme design, Communications, and Engagement teams. This is far more than an administrative post; it is an opportunity to support expert investigations, coordinate high‑profile reports and events, manage sensitive information with professionalism, and help keep a fast‑paced, purpose‑driven function running smoothly. You'll be a trusted point of contact and a key enabler of meaningful change in patient safety.

Main duties of the job:

• Provide efficient and effective administrative support across the Integrated Capability Building function, working flexibly to meet the needs of Investigations, Programme design, Communications, and Engagement teams.
• Coordinate key administrative processes including diary management, meeting coordination, correspondence, and document management to ensure the smooth running of the Investigations Directorate.
• Handle sensitive information with discretion and professionalism.
• Act as a key point of contact for internal and external stakeholders, and support the coordination of events, learning activities, and reporting requirements across the function.

About us:

Our people are at the heart of our goal of providing professional, high-quality healthcare safety investigations and education to the system. The NHS is building a culture that is positive, compassionate, and inclusive - and we all have our part to play. As a flexible employer, we want to support you to work in a way that is best for the NHS, our patients, and you. Talk to us about how we might be able to accommodate a flexible working arrangement whether that's a job share, part time, hybrid working or another flexible pattern. If it works for the service, we will do our best to make it work for you. We are passionate about creating an inclusive workplace that promotes and values diversity. We know that different ideas, perspectives, and backgrounds create a stronger and more creative work environment that delivers better outcomes. We strive to ensure our people feel trusted, valued and empowered. We're passionate about nurturing and developing people. To ensure this we are committed to equality of opportunity for all staff and welcome applications from all individuals regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief and marriage and civil partnerships.

Please note that the vacancy may close early if we receive sufficient applications to shortlist before the advertised closing date.

Job responsibilities:

• Provide high‑quality, responsive administrative and secretarial support across the Investigations Directorate, flexing to meet the needs of different teams as required.
• Ensuring process documents, including SOPs, are accessible and up to date, recommending process improvements.
• Provide pro‑active administrative support for the investigation reporting system, including uploading documents, ensuring effective records management.
• Act as a point of contact for internal and external stakeholders, handling queries sensitively and routing information to appropriate team members.
• Coordinating the distribution of investigation reports for consultation and publication, monitoring and updating the team accordingly and responsible for tracking responses.
• Coordinate approval processes and documentation requirements, including consultation requirements for investigation reports.
• Coordinating the distribution of safety recommendations, monitoring responses and updating trackers.
• Coordinate and maintain effective electronic filing systems, databases, and shared documentation to ensure information is accurate, secure, and accessible.
• Support the identification and implementation of actions to improve organisational efficiencies in administrative processes.
• Support the coordination of learning events, webinars, national forums, and conferences, providing logistical and administrative assistance as required.
• Monitor and maintain investigation and programme status reporting, supporting the collation of information for performance reports and Board papers.
• Manage diaries, arrange meetings, coordinate travel and venues, and prepare and distribute papers and materials in a timely manner.
• Prepare agendas, take accurate minutes, and follow up on actions from meetings and events across the function.
• Support financial administration including raising purchase request forms, checking invoices, and monitoring departmental expenditure where appropriate.
• Work collaboratively with other administrators across the organisation to provide consistent, joined‑up administrative support.
• Develop administrative processes using technological solutions.

Person Specification:

Knowledge and Experience:

• Significant administrative experience including initiating and maintaining office systems and processes.
• Experience of working within an environment dealing with confidentiality, data protection, and information governance requirements.

Skills and Abilities:

• Strong organisational skills with the ability to prioritise, manage multiple tasks simultaneously, and work to tight and changing deadlines.
• Intermediate knowledge of IT systems and software including Outlook, Word, Excel, and PowerPoint, and a basic understanding of AI and its application.
• Ability to collate, organise, and present information accurately to support performance reporting and decision making.
• Ability to identify and elevate issues or risks in relation to administrative processes and service delivery.
• Demonstrable commitment to involving patients and the public at the heart of their work and working to improve patient outcomes.
• Commitment and alignment to HSSIB values: collaboration, inclusion, and integrity.

Education / Training / Qualifications:

• Good level of education, including GCSE and A levels.
• Educated to degree level in a relevant subject or equivalent experience.

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.