Patient Safety Incident Management Administrator in Wickford

Main area Administrator Grade Band 4 Contract Permanent Hours Part time - 22.5 hours per week (Must be able to work on Mondays, Tuesdays, Wednesdays and Thursdays) Job ref 364-B-459

Employer Essex Partnership University NHS Foundation Trust Employer type NHS Site The Lodge, Runwell Chase, Town Wickford Salary £28,392 - £31,157 Per annum, pro rata Salary period Yearly Closing 04/10/2026 23:59

Patient Safety Incident Management Administrator

Band 4

Please be aware that, due to current allocation constraints, Certificates of Sponsorship (CoS) are being prioritised for registered roles at this time.

Our Trust cares for more than 100,000 patients at any one time across our community health, mental health and learning disability services across Essex and parts of Bedfordshire and Suffolk.

We want you to be part of our journey of transformation, where our patients and their families are at the heart of everything we do and to achieve our vision to be the leading health and wellbeing service in the provision of mental health and community care.

You’ll be part of a Trust where you will be supported to be your authentic self and be the best you can be, where we will help you to grow, develop and thrive.

The Trust is recognised by the University of Essex and is a top provider of apprenticeships for people looking to be an assistant practitioner, senior health care support worker (CAP). Our trailblazing CAP apprenticeship won a national HSJ Award.

We are also recognised as a Veteran Aware Trust and holder of gold accreditation from the Ministry of Defence Employment Recognition Scheme. Our services are highlighted as an exemplar of good practice, producing the best care for more than 3.500 armed forces veterans in the past seven years.

We have been shortlisted and won national awards. We are an inclusive organisation and Level 3 Disability Confident Leader Trust.

We are constantly innovating and looking for new ways to deliver care, such as using technology to enhance patient care and working with partners to launch new services such as the Basildon Mental Health Urgent Care Department, virtual hospitals and falls response cars.

Join us and you’ll do the best work of your life – and make a difference to other people’s lives. What we do together, matters.

Job overview

Due to promotion, an opportunity has risen in the Patient Safety Incident Management Team

We are looking for someone who is impartial, open minded with good database management, administrative and analytical skills and has the confidence to ask questions to gain a better understanding of an issue.

The Patient Safety Incident Management Team Administrator needs to have the confidence for open challenges and serve as a key enabler for the delivery of the team day to day functions.

The post holder will have the capability and knowledge to support the administration of meetings and have the ability to master a new brief and deliver it with confidence, believing in your presentation ability. You will be passionate and willing to contribute to the culture of learning and safety in the organisation and ready to make a difference.

Main duties of the job

The role of the Patient Safety Incident Management Assistant is to assist the Patient Safety Incident Management Team and Lessons Team with processes relating to Patient Safety Incidents. Providing secretarial support for the Director of Safety.

The post holder will assist in ensuring that effective systems and processes for Patient Safety Incident reporting and management are developed, maintained and monitored and that accurate information is available for performance reporting.

The post holder will assist the Lessons team with coordinating meetings, reports, facilitating Safety And Learning Command Calls as required and events as well as training.

The post holder will have strong interpersonal skills and be able to liaise with a number of agencies on complex, sensitive and confidential matters. Taking time to build on and improve relationships with specific contacts within these agencies.

Working for our organisation

Valuing you. Recognising your dedication. At EPUT, we look after you.

• Receive supervision and support to help you fulfil your potential.
• Join an inclusive EPUT community and connect with others through engagement events and equality or champion networks.
• If you need help, we provide mental health and wellbeing services, occupational health advice and counselling.
• 27 days holiday, plus bank holidays, rising to 33 days after 10 years’ service.
• Excellent pension of up to 14.5% of your pensionable pay.
• Staff discounts include Blue Light Card, NHS discount offers, and staff benefits.
• £8K relocation package if you move to Essex to join us
• Season ticket loans are interest-free to cover the cost of travelling to and from work via tram, rail, or bus.

Work that wraps around your needs.

Detailed job description and main responsibilities

• Support the PSIM Team with administrative tasks as defined as the following:
• Processing emails received in PSIM, Lessons Team and Safety Events inbox
• Taking notes and following up on actions from all meetings attended
• Update the Datix incident records with progress shared via email or through meetings and notes.
• Draft communications such as letters and emails as per process
• Taking forward all aspects of shared learning
• Chase for information on incident reviews and safety actions
• To maintain databases such as Learning Analysis, LRL and FLO database and ESLMS, as well as update Datix.
• To report Patient Safety Incidents as instructed through required electronic systems and as per policy and procedure
• To ensure that accurate information is available for various performance reports
• To organise and minute or note take meetings as required
• Involvement in projects and policy reviews for the Patient Safety Incident Management Team
• To provide support and guidance to staff on Patient Safety Incident Management such as incident reporting
• to proivide support and guidance to staff on embedding a culture of learning
• Reviewing incident forms for data accuracy and to liaise with Operational staff when gathering further information as required.
• Collating data for Freedom of Information requests

COMMUNICATION AND RELATIONSHIPS:

• Ensure effective channels of communication are maintained with relevant colleagues both within the Trust and in other organisations.
• Work with PSIM Team (Business Support Officers, Clinical Lead for Patient Safety and Family Liaison Officer and Patient Safety Leads) and Lessons Team to provide senior managers across the Trust with regular updates and information on current and pending investigations to ensure the Trust continues to meet deadlines.
• Supporting patient and relatives with their involvement in the Learning Response process either directly or through their designated Family Liaison Officer.
• High level of customer service to be adhered to at all times.
• To support the Head of Patient Safety Incident Management in communication of learning from patient safety incidents to other teams within the Trust working collaboratively with The EPUT Lessons team.
• To work closely within the team ensuring the PSIRF process is adhered to.
• To liaise with operational staff when gathering further information for Datix forms to inform incident reporting.
• To work closely within the Patient Safety Incident Management Team and Lessons Team ensuring the Patient Safety Incident Management process is adhered to.

ANALYTICAL AND JUDGEMENT:

• Prioritise own work on a day-to-day basis to ensure that timescales are achieved and deadlines are met by working with the patient safety incident management team.
• Oversight and monitoring of action plans arising from incidents and investigations.
• Maintain an up-to-date filing system, and arrange for the safe archiving and/or destruction of correspondence and files in accordance with statutory and locally defined timescales.
• Open incoming mail and deal efficiently with electronic mail messages, ensuring that urgent and priority items are highlighted for prompt action by an appropriate member of staff and that confidentiality of sensitive information is maintained.
• Maintain an oversight of investigations and provide additional resources and requirements to ensure internal/external timeframes are met.
• Assess and respond appropriately to any telephone enquiries and routine correspondence, initiating action as required. The post holder will need to assess the urgency of enquiries and decide how best to respond when team members are absent.
• Prioritise own work on a day-to-day basis to ensure that timescales are achieved and deadlines are met
• Oversight and monitoring of action plans arising from Patient Safety Incident Managements, critical incident investigations or care record reviews
• Maintain an up-to‑date filing system, and arrange for the safe archiving and/or destruction of correspondence and files in accordance with statutory and locally defined timescales
• Open incoming mail and deal efficiently with electronic mail messages, ensuring that urgent and priority items are highlighted for prompt action by an appropriate member of staff and that confidentiality of sensitive information is maintained
• Assess and respond appropriately to any telephone enquiries and routine correspondence, initiating action as required. The post holder will need to assess the urgency of enquiries and decide how best to respond when team members are absent.

PLANNING AND ORGANISATION:

• Manage own diary and advise of availability of senior leads in the team.
• Provide administrative duties for the Duty of Candour processes.
• Administer the production of agendas, co‑ordination and photocopying of papers for meetings, ensuring that key documents are available within any defined timescales.
• Attend meetings as necessary, taking accurate, concise minutes/notes. Ensure action points as a consequence of these minutes/notes are followed up and matters are bought forward as appropriate.
• Arrange meetings, training and conferences, co‑ordinating venues and/or catering requirements as required.

Information resources

• Undertake word processing of all documents to a high standard, in an agreed format and using an appropriate referencing system.Prepare high quality presentation materials, including PowerPoint when required.
• Provide efficient word processing and preparation of letters, reports and other documents as required, ensuring consistency with the agreed format.
• Develop and maintain proper filing systems (electronic and paper) to ensure easy and effective access to relevant documents and information.
• Maintain existing databases, patient safety incident team forms on DATIX and support the implementation of new systems.
• Maintain databases for all Learning Response Leads and Family Liaison Officers
• Regular use of variety of IT packages to create reports.
• Order required office equipment using EPROC/ Office Depot.
• To support management of information using the Lessons and Management System
• To review, follow up and submit action plans.
• Collating data and supporting the Head of Patient Safety Incident Management to respond to Freedom of Information requests.
• To review incident reports to support the process for ensuring there is involvement of patients and relatives, escalating concerns as necessary.

Person specification

Education and qualifications

• GCSE Mathematics & English minimum grade C or equivalent
• IT skills equivalent to RSA2, NVQ2 or relevant experience of Microsoft Word Packages
• NVQ in relevant field or equivalent
• Evidence of further education

Knowledge

• Good communication and interpersonal skills both face to face and over the phone.
• Excellent computer knowledge/skills i.e. Microsoft Office Software particularly Excel, Word and PowerPoint and database management
• Ability to work under pressure and to balance workload between competing demands and meet office demands
• Ability to demonstrate office procedures and practice to new/temporary staff and supervise their work practice to new/temporary staff and supervise their work
• Good oral communication skills based on fluency on the English Language

Skills/Experience

• Minimum of 2 years office experience
• Flexible approach to managing a range of related but non routine duties.
• Confident to communicate to staff at all levels
• Able to motivate self and others
• Reliable and conscientious
• Able to use own initiative.
• Experience of time management and prioritising work as required.
• Previous experience of working within the NHS

Personal Qualities

• Positive: optimistic; noticing and appreciating good work; and aiming to improve services and customer experience
• Welcoming: friendly, responsive, courteous and on time
• Respectful: respecting others and not judging; respecting people’s dignity and privacy
• Involving: listening and communicating clearly; able and willing to involve, and work together

Additional Qualities

• Ability to travel independently across sites as required
• Fitness Analysis as appropriate
• Full UK Driving Licence

Please be aware that, due to current allocation constraints, Certificates of Sponsorship (CoS) are being prioritised for registered roles at this time.

As a newly appointed employee, you are responsible for incurring the cost of your initial DBS check relevant to your post; the amount will be deducted from your first salary with the Trust.

Our Trust is an Equal Opportunities Employer. We particularly welcome applications from people with experience of using mental health services. We also hold the Disability two tick symbol and have made the pledge to commit to employing more people with learning disabilities, we encourage people with a disability to apply. If you require this application form in another format i.e. Braille or audio tape etc, please contact the Recruitment Department on 01375 364513 or email [emailprotected] and we can arrange for this to be dispatched to you.

The Trust has the right to expire vacancies prior to the closing date if they so wish. The Trust makes every attempt to contact all applicants and we strongly advise that you check the email account which is registered with NHS Jobs regularly, we would advise however due to the high number of applications we receive that if you have not heard from us within three weeks of the closing date your application has been unsuccessful on this occasion.

We are committed to safeguarding and promoting the welfare of children, young people and vulnerable adults, and expect all staff to undertake this commitment. Applicants will be subject to robust safer recruitment processes.

Important Notice: Recently the Health and Social Care Act 2008 (Regulated Activities) (Amendment) (Coronavirus) Regulations 2021 (the Regulations) which amended on 22 July 2021 and come into force on 11 November 2021 that anyone directly employed to work in a Care Home or who are required as part of their role to be deployed to a CQC registered care home are required to have had both their COVID vaccinations, unless they are exempt. This is therefore a requirement of this role and will form part of our pre‑employment checks.

Please note -staff who are formally at risk within the organisation will be given priority in securing alternative employment. Should it come to light that a post being advertised by the Trust is considered ‘suitable alternative employment’ to an individual who is at risk, the recruiting manager will be advised and the post will be withdrawn from NHS Jobs.

Use of Artificial Intelligence (AI)

Employer certification / accreditation badges

This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.

Name Roshni Patel Essex Partnership Job title Head of Patient Safety Incident Management Email address [emailprotected] Telephone number 07773258498