Quality Support Officer (Waltham Forest FNP) in London

Job description

Job responsibilities

Accountable to the FNP supervisor, the quality support officer is responsible for a wide range of quality support and administrative functions including data management of the local programme. The oversight of FN data collection, collation, input and analysis through quality checking of data in Turas the FNP Information System, is a critical element of this role. The role supports the supervisor and team in analysis of data to inform clinical practice and to demonstrate how the programme is being delivered at individual nurse and team level to support programme delivery.

The post-holder will have oversight of the teams data, working with the supervisor to ensure it is up to date and that reports are compiled for the advisory board, annual review and other relevant strategic forums, as required. Preparation for board meetings includes preparing meeting agendas, sending invites to board members, arranging meeting venues or co-ordinating virtual meetings and taking and distributing minutes. This data will be shared with senior managers, commissioners, boards and the 0-19 Clinical Programmes Unit. Therefore, accuracy and timeliness of data inputting is essential as well as competence with business systems and software packages.

Other elements of the role include office management to ensure the smooth running of the office which includes, managing provision of FNP materials and resources, liaison with clients and a wide range of FNP stakeholders.

The post-holder will participate in FNP team meetings and training as per FNP licence and core model elements requirements and as agreed with the supervisor.

To carry out this role effectively, the role holder should expect to work closely with members of the FNP team to facilitate effective co-working. This is a demanding role requiring high levels of administrative and communication skills and the ability to work proactively as part of a team.

The role is to some degree client and stakeholder facing, requiring a high level of inter-personal skills and personal confidence. Having a respectful and empathetic attitude will be essential, with the capacity to manage highly sensitive, highly complex and confidential information.

The role requires the post-holder to often work alone so will frequently be taking calls from many different stakeholders. This requires a high-level capacity to communicate, manage sensitive, confidential information safely, and to know when and how to liaise with the FNP team out in the field.

The post holder requires a capacity to understand the therapeutic nature of FNP work and the level of risk the team can hold.

PRINCIPLE RESPONSIBILITIES

• To provide comprehensive, high-level data, administrative and clerical support to the FNP team to a high level of quality.

• To offer the family nurses practical assistance in preparing for visits, for example by printing and organising materials and resources, assembling equipment and kit for visits and activities. This includes physical and virtual resources.

• To set up and maintain efficient office support systems, ensuring that FNP materials and resources are reproduced in a timely manner and efficiently organised to enable maximum clinical contact time for family nurses.
• To have excellent knowledge of Turas reports and dashboards, supporting new team members in accessing and using the system effectively.

• To support the supervisor in analysing team data in Turas and clinical records to provide accurate and timely reports as required.

• To take a lead role in team data, role modelling a culture of learning and data analysis to support the whole team to use data effectively to inform clinical practice.

• To quality check data in Turas at regular intervals feeding back to the supervisor and team.

• To prepare and summarise data in preparation for standardised reports.

CORE RESPONSIBILITIES

General Office

• To creatively support the development of publicity and other materials for parents and stakeholders for the FNP Programme.

• To be able to manage telephone and personal contact from clients and relatives, other staff members and external persons with intelligence, foresight, and sensitivity, strongly respecting the need for confidentiality.

• To be responsible for sourcing, ordering, and managing a range of clinical support and office support resources.

• To support adherence to local finance, administrative and human resource procedures to enable the team to function effectively.

• Ad hoc tasks e.g. organisation of FNP graduation event and other promotional and workshop events.

• Set up and maintain an efficient office, including effective electronic access to assist with virtual working if applicable. Ensure that the systems are regularly reviewed and adjusted to meet changing circumstances in liaison with the supervisor.

• Ensure that risks to health and safety are minimised in the office, carry out regular checks and address any issues that are identified.

• Source, order and manage the audit trail of various routine and extraordinary resources and equipment e.g. stationery, clinical equipment, technical items, travel tickets, in line with local policies and procedures.

• Sort, distribute and where appropriate deal with correspondence and messages both verbal and written to a high-quality standard.

• Be responsible for prioritising own workload efficiently including maintenance of diary, responsiveness to emails, ensuring strict deadlines are met.

• Keep knowledge and skills up to date. Ensure mandatory training is kept up to date.

• Be prepared to work with The National Unit and quality support officers across the FNP community nationally.

• Type material from audio or handwritten notes including correspondence, reports, Board minutes, presentations and other documents using all Microsoft Office packages.

CORE RESPONSIBILITIES

FNP data and local clinical systems management

• Utilise computerised data entry equipment and various word processing, spreadsheet, and file maintenance programmes, such as Excel, to enter, store and retrieve information as requested and summarise data for purpose of report preparation.

• Be responsible for efficient processing and secure storage of all paper records and electronic information systems for all FNP clients and staff members.

• Manage team member access to ensure they are activated and deactivated on Turas in a timely manner.

• Input FNP data, as required, in a timely and accurate manner into Turas and work with the FNP supervisor to establish and maintain data management and quality assurance systems and processes.

• Comply with the FNP requirements for efficient, timely and secure collation and compilation of statistical information from Turas as required by the supervisor, FNP advisory board or FNP National Unit.

• Check data forms for completeness and accuracy.

• Ensure the systems for follow-up of inaccurate and/or missing data are agreed with the supervisor and team, that these are robust and can support the role holder to confidently follow up with team members when necessary.

• Provide accurate monitoring information in a timely way as required by the FNP Lead, supervisor, the team and commissioners.

• Manage waiting lists, referrals, and tasks within clinical recording systems, assist with exception reporting and liaise with system analysts for reporting purposes.

Team Support

• Support the scheduling and organisation of meetings for the FNP team

• Prepare agendas, attendance lists, transcribing, and typing minutes of meetings, circulating, and distributing papers as required.

• Arrange home visits to clients and make reminder calls for visits as requested by the supervisor and family nurses.

• Book translation services as required for team members.

• Undertake team support tasks e.g. designing and creating clinical support materials, photocopying, organisation of stock to facilitate easy access for family nurses to take for daily home visits.

• Ensure timely provision of information to clients and staff in line with service requirements e.g. appointments, meetings.

• Develop publicity material for parents and stakeholders for the FNP Programme.

• Manage the team skills practice timetable including managing invitations and requests from stakeholders and interested parties for the whole year.

• Organising and co-ordinating local FNP events.

• Collating and organising significant aspects of the annual review report e.g. assisting supervisor with dashboard data, amalgamating final report including contributions from FAB board chair, commissioner, FNP lead, safeguarding, FNP supervisor and family nurses.

• Support supervisor, as required with team recruitment processes.

Person Specification

Experience

Essential

• Proven track record in a senior administrative role, preferably within a healthcare or social care setting, demonstrating strong organisational skills and attention to detail.

Skills and Abilities

Essential

• Advanced skills in managing clinical data systems. This includes accurate data input, analysis, and the ability to generate reports. Proficiency in using Microsoft Office 365 suite software, especially Excel and PowerPoint.

Skills & Abilities

Essential

• Support the planning, coordination and delivery of Young Parents Groups, Events and other client engagement activities. Actively involve young parents in service activities, including Team recruitment, feedback, and co-production opportunities.

Skills and Abilities

Essential

• High level of written and verbal communication skills are essential. The candidate should be capable of effectively liaising with a wide range of stakeholders, including healthcare professionals and clients. They must handle sensitive and confidential information with discretion, ensuring clear and efficient communication within the team and with external partners.

Skills & Abilities

Essential

• The candidate must demonstrate a strong ability to work collaboratively with other team members, contributing positively to team dynamics. They should be confident in professionally prompting and guiding nurses to ensure that outstanding tasks are completed on time and to a high standard. The candidate should also be able to share expertise, support colleagues, and take on responsibilities in the absence of supervisor, ensuring continuity and the smooth operation of the service.

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.

Employer details

Employer name

Tower Hamlets GP Care Group

Address

Tower Hamlets GP Care Group

Island Health

145 East Ferry Road

London

E14 3BQ

United Kingdom

Employer's website

https://www.gpcaregroup.org/section/387/Home (Opens in a new tab)