Governance Support Officer in Birmingham

Overview

The Governance Administrator will provide essential administrative and coordination support across the Group Governance function, enabling senior governance leads to focus on risk management, quality improvement, and regulatory assurance. This role plays a critical part in maintaining timely, accurate, and well-governed processes across complaints, incidents, patient experience, audits, and governance reporting. It is designed as a development opportunity, particularly suitable for an internal candidate seeking progression into governance, quality & patient safety.

Key Responsibilities

• Governance Administration & Inbox Management
  • Manage and triage the Group Governance inboxes (HealthHarmonie, HHMinds, and Medinet), ensuring correspondence is logged, acknowledged, and allocated appropriately.
  • Track incoming complaints, concerns, incidents, and general governance queries, escalating in line with agreed risk thresholds.
  • Maintain accurate records within governance systems (e.g. Datix or equivalent).
• Meetings & Governance Support
  • Coordinate governance meetings, including diary management, agenda preparation, and distribution of papers.
  • Produce accurate and timely minutes and action logs for Operational Governance meetings, Clinical Governance meetings, and Patient Safety Committee meetings.
  • Track actions and follow up with owners to support timely completion.
• Reporting, Data & Audit Support
  • Collate data for governance reports, including complaints, incidents, FFT, audit outcomes, IPC, and workforce assurance.
  • Support the preparation of ICB Quality reports and internal governance dashboards.
  • Assist with the monthly clinical audit programme, including distribution, collation of outcomes, and redaction of data where required.
  • Support the preparation of annual clinical performance reports through accurate data population.
• Patient Experience & FFT
  • Administer the Friends and Family Test (FFT) process, including SMS distribution and response monitoring.
  • Support initial review and categorisation of FFT feedback to identify themes for governance reporting.
• Document Control & Governance Compliance
  • Maintain governance documentation, version control, and document libraries.
  • Ensure policies, reports, and meeting outputs are stored in line with governance and information governance standards.
  • Support Subject Access Request (SAR) collation under guidance from senior governance leads (administrative support only).

Essential What We’re Looking For

• Strong administrative and organisational skills.
• High attention to detail with the ability to manage competing priorities.
• Confidence handling sensitive and confidential information.
• Good written communication skills.
• Ability to work calmly and methodically in a high-volume environment.
• Competent IT skills, including Microsoft Office (Word, Excel, Outlook, PowerPoint).

Desirable

• Experience in a healthcare, governance, compliance, or regulated environment.
• Familiarity with complaints, incidents, or quality processes.
• Experience of minute-taking and action tracking.
• Knowledge of Datix or similar governance systems.
• Interest in governance, quality improvement, patient safety, or regulation.

Development & Progression

This role is designed to support professional development within Governance. The postholder will gain exposure to clinical and operational governance processes, regulatory and ICB reporting, and patient safety and quality improvement frameworks.